Job Overview:
As the Executive Assistant to the Chief of Staff at Seller Candy, your primary focus will be supporting the Chief of Staff in managing responsibilities across all departments. This role involves attending meetings, tracking action items, and ensuring that follow-ups are completed. You’ll serve as an organizational and operational partner, enabling the Chief of Staff to focus on high-level strategy while you help maintain clarity, organization, and progress.
Responsibilities for Seller Candy:
Project Management
- Assist in organizing and overseeing projects across departments, ensuring deadlines are met and objectives are achieved.
- Assist in identifying and highlighting potential bottlenecks on projects, proposing solutions and providing updates to keep the Chief of Staff informed.
Proactive Support:
- Anticipate the Chief of Staff’s needs and take initiative in providing solutions, ensuring they are always well-prepared.
- Handle tasks with guidance from the Chief of Staff, tracking and ensuring completion of priorities and directives.
Process Improvement
- Help identify opportunities for operational and procedural enhancements across departments and bring these to the attention of the Chief of Staff.
- Develop and maintain systems that help streamline the Chief of Staff’s workload and improve efficiency.
Cross-Department Collaboration:
- Coordinate with department heads to gather updates and ensure alignment with the Chief of Staff’s directives.
- Act as a liaison between the Chief of Staff and team members, ensuring seamless communication and timely execution of tasks.
Administrative Excellence:
- Manage the Chief of Staff’s schedule, emails, and communications to ensure priorities are aligned.
- Prepare reports, presentations, and other documentation, ensuring all materials are ready and accurate for meetings or decisions.
Meeting Management:
- Attend meetings with the Chief of Staff, take detailed notes, and document key action items and decisions.
- Ensure all action items are tracked, followed up on, and reported back to the Chief of Staff.
Take any necessary actions to ensure the success of the company
Soft Skills:
1. Exceptional Organizational and Time-Management Skills: Ability to effectively prioritize and manage multiple tasks.
2. Strong Interpersonal and Communication Skills: Build and maintain positive relationships across all levels of the organization.
3. High Adaptability and Resilience: Thrive in a dynamic and fast-paced environment.
4. Proactive, Solution-Oriented Mindset: Identify challenges and provide actionable recommendations.
5. Attention to Detail: Ensure accuracy and thoroughness in all tasks.
6. Professionalism and Discretion: Handle sensitive information with the utmost confidentiality.
7. Emotional Intelligence (EQ): Manage relationships effectively, handle sensitive situations diplomatically, and maintain a positive presence.
8. Crisis Management Skills: Stay calm under pressure and triage urgent issues to minimize stress and disruption.
9. Learning Agility: Quickly adapt to the Chief of Staff’s working style and become effective in the role.
Hard Skills:
1. Tech-Savviness: Quickly learn and implement new technologies or systems to optimize workflows.
2. Proficiency in Project Management Tools: Expertise in tools like Clickup, Basecamp, and other project management software.
3. Advanced Calendar and Email Management: Ensure seamless scheduling and communications.
4. Strong Writing and Presentation Skills: Prepare reports, presentations, and other business documents.
5. Familiarity with Process Improvement Techniques: Apply methodologies to streamline workflows and improve efficiency.
6. Data Tracking and Reporting: Provide regular updates and actionable insights through accurate reporting.
7. Experience in Organizational Systems: Create and maintain systems for task and deadline management
What We’re Looking For:
- At least 5 years of proven experience in an executive assistant, operations, or project management role.
- Must have held leadership roles in the past, demonstrating the ability to manage teams or initiatives.
- Strong ability to anticipate needs and provide solutions independently.
- Flexible with time and schedule to accommodate urgent tasks and varying priorities.
- Experience in leadership or supporting senior executives is a plus.
- Comfortable working in a remote setup with strong self-management and accountability.