At Fast Forward Solutions, we are specialists in digital and technology recruitment, understanding business challenges in the areas of technology, engineering, finance, marketing and sales. We support employers to find top talents, and we empower candidates to build exciting careers

Opportunity: Our client is an US based software development company. We are looking for an Executive Assistant. In this role, you will provide crucial support to the CEO and CTO, ensuring seamless operations and enhanced productivity.

The ideal candidate will be highly organized, adept at time management, and skilled at problem-solving. Autonomy and decisiveness are essential.

Your contributions will optimize business efficiency through personalized and timely assistance to the executive team.

🔸Requirements🔸

• Experience: Minimum 5 years as an executive assistant or similar role.
• Time Management: Ability to prioritize tasks and meet deadlines in a fast-paced environment.
• Problem-Solving: Proactive approach with strong decision-making skills.
• Multitasking: Capability to handle multiple tasks simultaneously.
• Computer Skills: Basic proficiency in Microsoft Office suite.
• Interpersonal Skills: Effective communication and ability to build professional relationships.

🔸Key responsibilities and tasks🔸

Travel Planning, Coordinating, and Troubleshooting:

• Organize travel arrangements including flights, accommodations, and transportation.
• Handle any issues or changes that may arise during travel.

Entertainment and Dining Planning, Coordinating, and Troubleshooting:

• Arrange entertainment events and dining reservations for executives and clients.
• Address any concerns or changes related to entertainment arrangements.

Managing the CRM (Customer Relationship Management):

• Maintain and update CRM database with relevant client information.
• Ensure accurate and timely input of data for effective customer management.

Social Media Management:

• Oversee social media accounts, ensuring consistent branding and engagement.
• Monitor and respond to messages and comments as necessary.

Contracts Management:

• Assist in drafting, reviewing, and organizing contracts and agreements.
• Keep track of contract deadlines and renewal dates.

Meeting Booking and Coordination:

• Schedule and coordinate meetings, including arranging venues and equipment.
• Communicate meeting details and agendas to participants.

Calendar and Email Management:

• Manage executive calendars, scheduling appointments and blocking out time as needed.
• Handle email correspondence, prioritizing messages and drafting responses.

Research Tasks:

• Conduct research on various topics as requested by executives.
• Compile and summarize findings into comprehensive reports.

Filing and Retrieving Corporate Records, Documents, and Reports:

• Maintain an organized system for storing and accessing corporate records.
• Retrieve documents and reports as needed for reference or distribution.

Preparing Documents for Review and Presentation:

• Gather data and prepare documents for review and presentation by executives or boards.
• Ensure accuracy and clarity of information presented.

Helping Prepare for Meetings:

• Assist in preparing meeting materials, presentations, and agendas.
• Coordinate logistics and ensure all necessary materials are available.

Accurately Recording Minutes from Meetings:

• Attend meetings and record minutes, capturing key discussions and decisions.
• Distribute minutes to relevant stakeholders in a timely manner.

Using Various Software:

• Utilize word processing, spreadsheets, databases, and presentation software proficiently.
• Adapt to new software tools as needed for efficient task completion.

Provide General Administrative Support:

• Assist with administrative tasks such as filing, copying, and organizing office supplies.
• Handle incoming calls and inquiries, directing them to the appropriate party.

Running and Coordinating Special Projects:

• Manage special projects from inception to completion, coordinating resources and timelines.
• Communicate project updates and milestones to stakeholders regularly.

🔸Compensation and Benefits🔸

• Competitive compensation with annual merit increase reviews.
• Remote job and flexible schedule.
• B2B contract with monthly range 16 000 - 20 000 PLN - B2B

Only selected candidates whose CVs clearly indicate the skills and competencies we are looking for will be contacted.

The recruitment process will consist of a CV review, a 45-minute video interview, an online meeting with the client's TA team, an online digital marketing test, than online workshop with the client's CEO

Read more about us https://ffsolutions.pl