Job Description

Stakeholder Management

• Manage complex calendars, scheduling meetings, appointments, and travel arrangements for the partners.
• Handle all meeting preparation, setup, agendas, materials, and follow-ups.
• Prepare and organize documents, presentations, and reports for internal and external meetings.
• Handle correspondence, including drafting emails and other communications in very good English.
• Maintain organized filing systems for confidential and important documents.

Stakeholder Communication

• Serve as a primary point of contact for internal and external stakeholders, ensuring professional, proactive and timely communication in impeccable English.
• Facilitate effective communication between partners, clients, and team members determine urgency/routing.
• Prepare executive summaries and context briefing documents before stakeholder meetings.
• Proactively anticipate communication needs and prepare necessary materials.
• Track commitment follow-ups and ensure accountability across all projects.

Project Management

• Develop and maintain project plans, track deliverables, and milestones using project management tools ensuring deadlines are met and deliverables are completed to a high standard.
• Anticipate project needs and proactively address potential issues.
• Coordinate inter-project meetings and resource allocation discussions.

Administrative & Expense Management

• Handle all personal/professional expense tracking and reporting.
• Manage subscription services, software licenses, and tool access.
• Maintain documentation standards and filing systems.
• Collaborate with company secretary and tax advisor for compliance obligations.
• Coordinate office logistics and vendor relationships.

Diligent and Strategic Support

• Demonstrate a strong sense of ownership and responsibility for all tasks.
• Ensure accuracy and attention to detail in all work products.
• Proactively identify areas for improvement and implement solutions.
• Document key decisions and action items from leadership meetings.
• Identify operational bottlenecks and propose solutions.

Job Requirements

• Exceptional organizational and time management skills, with the ability to remain calm under pressure and manage competing priorities.
• Strong written and verbal communication skills in very good English, with the ability to interact professionally with diverse stakeholders and to tailor communication to diverse cultural contexts.
• Demonstrated ability to conduct in-depth research and synthesize complex information.
• Tech-savvy (Proficiency in Google Suite, Linear, and other relevant software).
• A high degree of professionalism, discretion, and confidentiality.
• Ability to anticipate needs before being asked, work independently with minimal supervision and exercise sound judgment.
• Experience working with overseas clients and understanding of different time zones is a plus.

Skills