Executive Assistant

Role outline:

Infovista is seeking a highly organized and experienced Executive Assistant to join our CEO Team. The successful candidate will provide high-level administrative support to our executive officer and his senior leadership team, ensuring efficient operations and smooth workflow.

The ideal candidate will have excellent communication and organizational skills, as well as the ability to prioritize tasks and work under pressure. This is a fast-paced and demanding role, requiring discretion and professionalism at all times.

What Success Looks Like:

• The CEO's time, energy, and focus are protected and optimized.
• Decisions are informed, prepared, and executed seamlessly.
• The business runs more smoothly.
• The EA proactively identify what needs to be done, propose how to do it, and sees it through to completion.
• Working with the CEO to shape priorities, approaches, and solutions, not just execute tasks
• Build a strong, high-trust relationship with the CEO, grounded in mutual respect, open communication, and having fun along the way.

Responsibilities:

• Manage the executive team's calendars, making appointments and coordinating meetings.
• Draft and edit correspondence, reports, and presentations for the executive team.
• Coordinate travel arrangements, including flights, accommodations, and transportation.
• Prepare expense reports and reconcile receipts.
• Monitor and respond to emails and phone calls in a timely and professional manner.
• Conduct research and compile data for various reports and presentations.
• Assist in preparing and proofreading documents and contracts.

• Own and manage complex calendars, travel, logistics, and scheduling across multiple time zones
• Actively manage the CEO's inbox, ensuring emails are triaged, prioritised, responded to, or delegated appropriately
• Prioritise competing demands with judgement, urgency, and discretion
• Ensure meetings are purposeful, well-prepared, and outcome-driven
• Track actions, follow-ups, and deadlines to completion
• Act as a central point of coordination between the CEO and internal/external stakeholders

Requirements:

• Minimum of [5] years of experience as an executive assistant or similar role
• Proficient in Microsoft Office Suite, including Word, Excel, and PowerPoint
• Strong organizational skills and attention to detail
• Excellent written and verbal communication skills
• Ability to prioritize tasks and manage time effectively.
• Proactive problem-solving skills
• Discretion and ability to maintain confidentiality.
• Fluent in English

• Discreet, trustworthy, and emotionally intelligent
• Highly proactive and solutions-oriented
• Comfortable with ambiguity and changing priorities
• Professional, grounded, and unflappable