Executive Assistant

You

•  are inspired by a grand vision that is worth pursuing,
•  get a strong sense of gratification from supporting others,
•  want to be home-based, yet work with people from around the world,
•  thrive as an intrapreneur by taking ownership and finding solutions,
•  value fun, fulfilment and personal learning over money?

Perhaps we have just about the right opportunity for you:

 

Executive Assistant

 

GAIA Insights is a boutique firm providing innovative leadership development programs for corporate talent. Our clients are global players in various industries, and all our programs are tailor-made and one-of-a-kind, typically running for 12-24 months. We’re a young company outgrowing our start-up phase with lots of things to learn while establishing a stable business. To replace a parting team member, we are looking for a rockstar Executive Assistant to support our CEO.

 

We

•  aim for nothing less than to make the world a better place,
•  live our values of Transparency, Courage, Positivity and Passion every day,
•  promise our clients Commitment, Excellence, Collaboration and Sustainability,
•  offer permanent full-time employment (5 days a week – any days),
•  would love to explore if we could be the dream job you thought did not exist!

If this sounds appealing, please read on…

 

You will enjoy this role if you like to…

  • support a team in the planning and execution of international leadership development programs by lightening the load for our CEO
  • work directly with the leadership team, incl. confidential and sensitive task management
  • plan and schedule appointments, manage calendars and travel bookings
  • set up online meetings via Adobe Connect, provide tech support, compile and send out agenda, take and distribute meeting minutes
  • issue, maintain and file documents, checklists and contracts, incl. version control
  • prepare reports, track priorities and deadlines, follow up on pending items, send out reminders
  • ensure timely communication with internal and external stakeholders, use various communication channels simultaneously on a day-to-day basis
  • conserve CEO’s time by reading, researching, and routing correspondence; draft letters and documents; collect and analyze information; initiate telecommunications
  • answer or direct inquiries, deal with demanding clients and provide top notch customer care
  • produce information by writing, formatting, editing and transcribing text, data, and graphics
  • review documents and web content, slide decks and correspondence for language, grammar and design consistencies and ensure brand compliance
  • maintain supplies inventory by checking stock to determine inventory level; anticipate needed supplies; place and expedite orders for supplies
  • create onboarding plans for new starters, optimize existing material and onboarding process
  • organize the annual Christmas mailing and company meet-up, work with the event manager on venue and requirements, coordinate travel and partner contributions
  • troubleshoot and find solutions while working with a global team of hard-working enthusiasts
  • truly embrace diversity, ambiguity and complexity
  • work 100% remotely, shape your own role and work flexible hours

 

You are the right person if you meet the following criteria:

  • Minimum 5 years relevant work experience as an assistant or in a similar role; experience with corporate learning and development processes is a plus
  • Native English speaker, excellent communication skills both written and spoken; additional languages welcome
  • Excellent organization/coordination skills, incl. multi-tasking, prioritizing, keeping an overview and delivering towards deadlines
  • Professional stakeholder management, balancing different timelines and conflicting interests, understanding urgency versus importance
  • Very strong detail orientation, diligence and a strong sense of self-management
  • Always thinking a step ahead, keeping the end-goal in mind, asking smart questions
  • Well organized, reliable, agile, creative, self-motivated and willing to go the extra mile
  • Resilient when dealing with ambiguity and the “growing pains” of a business
  • Excellent user skills of Microsoft PowerPoint and familiar with many of the following applications (and not afraid of trying out new tools): Adobe Connect, EtherCalc, Excel, LinkedIn, Outlook, Pipedrive, Podio, Sharefile, Skype, SurveyMonkey, Word, Yammer, etc.
  • Fully equipped home office with stable internet connection 24/7
  • Ready to start in October this year

If you think this opportunity is for you, we would love to hear from you!