We are looking for an experienced, highly organized, and tech-savvy professional capable of managing executive-level administrative responsibilities while performing complex data-related tasks. The selected candidate will work closely with the CEO, supporting operations, vendor/client communications, and data processing.
Primary Responsibilities
- Executive and Administrative Support
- Task and Project Management: Maintain and organize the CEO’s pending tasks, priorities, and open loops, primarily using Motion. Familiarity with tools such as Google Sheets, Trello, Airtables, and Notion is preferred.
- Meeting Coordination and Documentation: Manage scheduling, appointments, and email correspondence. Attend key meetings, take detailed notes, rewrite and edit AI-generated notes, and provide recaps. Organize follow-ups and ensure next steps are executed efficiently. Filter critical communications for the CEO.
- Message Routing: Organize tasks and projects coming from email, Telegram, Teams, and WhatsApp.
- Process Improvement and SOP Development
- Create and refine Standard Operating Procedures (SOPs) for various tasks to optimize operations.
- Identify inefficiencies and suggest workflow automation.
- Familiarity with Loom or similar platforms for video-based SOP creation is preferred.
- Client and Vendor Coordination
- Communication Management: Act as a liaison between the CEO, vendors, and clients, ensuring expectations are met.
- Conference Call Support: Attend meetings with vendors and clients and document key takeaways.
- Data Management and Technical Tasks
- File Handling and Data Processing: Work with CSV and flat files to merge, split, and edit large datasets, reformat, clean, and optimize data for further processing.
- SQL and Database Management: Execute basic SQL queries via web-based database tools, sort and filter datasets based on specific parameters, and cross-reference data between different sources.
- Data API Management: Configure and manage incoming and outgoing data feeds via APIs. Work with vendors to ensure smooth data integration.
- Automation and CRM Development: Assist in the transition from a Google Sheets-based CRM to a more structured system. Support automation setup for repetitive tasks.
- Quality Assurance: Verify data accuracy and compliance before processing.
- Security and Compliance: Maintain strict confidentiality and secure handling of sensitive information.
Ideal Candidate Profile
- Highly Detail-Oriented: Exceptional organizational and problem-solving skills. Double-checks their work for thoroughness and accuracy.
- Tech-Savvy: Committed to continuous learning in the field. Experience with data manipulation tools (EmEditor, SQL, Google Sheets, Python, etc.).
- CRM and Automation Expertise: Ability to implement automation tools and manage CRMs.
- Self-Starter and Problem Solver: Proactively identifies inefficiencies and provides actionable solutions without constant supervision.
- Strong Communication Skills: Able to work professionally with executives, vendors, and clients.
