Executive Assistant I Work from Office

We’re Hiring: Executive Assistant!

Looking for a role that fosters collaboration, creativity and career growth in a vibrant office environment? We got you covered!

Attach this together with your updated CV to become a priority applicant!

Schedule: Morning Shift

Job Description:

The ideal candidate will be a master of prioritization, communication, and problem-solving in a dynamic environment.

Key Areas of Responsibility & Detailed Duties:

1. Executive & Administrative Support

• Diary & Schedule Management: Take full ownership of the Director's complex calendar. Proactively schedule, accept, decline, or reassign meeting requests by strategically liaising with internal colleagues and external clients. Anticipate scheduling conflicts and optimize the Director's time for maximum efficiency.
• Meeting & Event Coordination: Arrange and coordinate all logistics for internal and external meetings, including client meetings, board sessions, and team gatherings. This includes booking venues, arranging catering, preparing agendas, distributing pre-meeting materials, and ensuring all technological setups are functional.
• Travel & Expense Management: Organize intricate domestic and international travel itineraries, including flights, accommodation, and ground transportation, in full compliance with company policy. Subsequently, manage the timely and accurate completion and submission of the Directors' expense reports for prompt reimbursement.
• Communication Gatekeeping: Serve as the primary point of contact, answering and screening telephone calls and emails with a professional and courteous demeanor. Skillfully redirect queries, take detailed messages, and resolve routine matters independently to protect the Director's focus.
• Documentation & Presentation: Prepare, format, and proofread high-quality business documents, including presentations, briefing notes, memos, reports, and correspondence. Ensure all materials are accurate, well-presented, and aligned with company branding.

1. Operational & Client Relationship Management

• Document & File Management: Develop, implement, and maintain a highly efficient and secure digital documentation and filing system. Responsible for the careful preparation, collation, and distribution of sensitive documents to employees and clients, guaranteeing confidentiality and organization.
• Client Relationship Support (CRM): Maintain the firm's Customer Relationship Management (CRM) system with up-to-date and accurate client details, interactions, and notes to ensure seamless client service and informed relationship management.
• Billing & Financial Administration: Assist with the firm's financial workflows as required. This includes supporting the billing process (e.g., time entry, draft invoice preparation) and proactively managing debtor communications and follow-ups to ensure timely payments.
• Policy & Procedure Stewardship: Assist in drafting, writing, updating, and maintaining internal Company Policies, Procedures, and operational guides to support organizational compliance and efficiency.

1. Specialized & Team Support

• Family Office Assistance: Provide dedicated administrative and logistical support for the Family Office Division, handling sensitive and confidential matters with the highest degree of discretion and professionalism.
• Event Coordination: Plan, coordinate, and execute client and staff events—from intimate meetings to larger corporate functions—managing all logistical details to ensure successful outcomes.
• Office Operations: Contribute to the smooth day-to-day operations of the office, including remote support tasks. Provide general assistance to the broader administration team, fostering a collaborative and supportive work environment.
• Proactive Advisory: Monitor tasks and deadlines, advising the Directors of critical items requiring their personal attention. Prepare all necessary background documentation to enable efficient decision-making and action.

Core Competencies & Skills:

• Discretion & Trustworthiness: Ability to handle highly confidential information with impeccable judgment.
• Proactive Anticipation: Foresee needs and address them before they become urgent.
• Exceptional Communicator: Superior written and verbal communication skills.
• Organizational Mastery: Expert in prioritizing a complex, fluctuating workload with acute attention to detail.
• Technical Proficiency: Advanced skills in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and CRM software; quick to adapt to new systems.
• Problem-Solving: Resourceful and calm under pressure, with a solutions-oriented mindset.
• Team Collaboration: A cooperative and flexible team player who builds positive working relationships at all levels.

Qualification and requirements:

• 5-7 years of experience as an Executive Assistant supporting C-level executives.
• Advanced proficiency in Microsoft Office 365 and experience with CRM systems.
• Exceptional organizational, communication (written & verbal), and problem-solving skills.
• Proven ability to handle confidential information with discretion and work effectively under pressure in a fast-paced environment.
• A proactive, detail-oriented, and adaptable work style.
• Bachelor’s degree or equivalent qualification preferred.

Non-negotiable skills & requirements:

• 5-7 years of experience as an Executive Assistant supporting C-level executives.
• Advanced proficiency in Microsoft Office 365 and experience with CRM systems.
• Exceptional organizational, communication (written & verbal), and problem-solving skills.
• Proven ability to handle confidential information with discretion and work effectively under pressure in a fast-paced environment.
• A proactive, detail-oriented, and adaptable work style.

• Comprehensive health and life insurance on your 16th day of employment, covering 1 free dependent on the 16th day of employment
• Flexible leave credits which may be used for vacation, emergency and sick leaves
• Quarterly perks boxes for WFH staff, offering groceries and snacks to keep you fueled Superb and exciting Mid-Year Parties – with items to give away and cash prizes!
• Endless opportunities for career advancement
• Annual Performance Review with Salary Increase
• We set you up for success with a company-provided PC/Laptop and fiber internet connection
• Tech-on-wheels Support
• Participate and join our CS Social Clubs and Special Interest Groups to connect with colleagues
• International career growth and connections
• Unlimited cash incentives for hired referrals
• Mental Wellness Employee Assistance program through Lifeworks
• In-house psychiatrist available to support employees' well-being
• Become part of the Employee Share Units program
• Cloudstaff Dream Points - To be used for bidding useful items like appliances, kitchenettes etc.

Established in 2005, Cloudstaff is a leading outsourcing company that empowers businesses to thrive through smarter talent solutions. We're passionate about creating a work environment that fosters your professional growth and overall well-being.

• Award-winning Culture: We're committed to building the #1 Workplace Everywhere, with a proven track record of staff engagement initiatives and industry recognition
• Invest in You: We support your development through comprehensive training programs, mentoring and opportunities for career advancement
• Thrive as an Individual: We offer a strong work-life balance with flexible schedules, meaningful perks and a collaborative team environment.

**To become a priority applicant, please share a 1-2 minute video introduction detailing you experience in this specific role. You can upload your video to the CSJobs platforms. Please use a clean, distraction-free background and speak clearly and articulately.**