Executive Assistant at Pula

What You Bring To The Table

• You're dynamic, hardworking, and able to work with little direction to support our Co-Founders as needed. You make decisions and judgment calls with confidence and take ownership for them with pride. You don't sweat the small stuff, and show strong attention to detail and accuracy, even when things move fast.

The role further requires you to:

• Be proactive and plan several steps ahead, always anticipating issues and conflicts in scheduling and logistical planning.
• Be autonomous and self-driven with the ability to learn fast
• Be solutions oriented and looking at what needs to be done from numerous angles
• Building strong working relationships with key stakeholders to anticipate on needs, challenges, and be able to think ahead
• Be 100% reliable when something is delegated to them, 'consider it done';

What You Will Be Doing
Calendar and Schedule Management

• Scheduling meetings, appointments, and conference calls.
• Confirming all meetings in advance and anticipating on any schedule challenges
• Making sure that all leaders at Pula meet regularly with the CEO, with no meetings missed
• Coordinating travel arrangements, including flights, visas, accommodations, and transportation
• Proactiveness in ensuring the calendar is updated with latest information information
• Proactively reorganize when there has been delays/last minute changes
• Consistently be in touch with the attendants of meeting ahead of it
• Proactive communication with plans/documentation for guidance.
• Go the extra mile; over and above expectations

Information Management

• Researching and gathering information on various topics.
• Compiling reports and data analysis.
• Maintaining a filing system and ensuring data and documents are organized.

Meeting Support

• Preparing meeting agendas, materials, and presentations.
• Attending meetings with the executive and taking minutes.
• Following up on action items and deadlines.

Travel and Expense Management

• Managing travel itineraries and ensuring a smooth travel experience.
• Proactive Planning on travel dates based on schedule, putting together a clear plan well in advance, communicate to stakeholders to ensure alignment with local teams and partners
• Handle complex travel schedules and make smart decisions promptly
• Tracking expenses, reconciling receipts, and processing expense reports.

Gatekeeping

• Acting as a buffer and screening individuals who wish to meet or communicate with the executive.
• Managing requests for the executive's time and attention.

Event Coordination

• Organizing and coordinating special events, conferences, and meetings.
• Managing logistics and liaising with event vendors and participants.

Personal Support

• Assisting with personal tasks, such as family arrangements, home management, and personal appointments.

Relationship Management

• Building and maintaining positive relationships with internal and external stakeholders, including clients, partners, and team members.

Problem Solving & Team Support

• Resolving issues, conflicts, and challenges on behalf of the executive.
• Collaborating with other members of the executive's team and providing support as required.

Administrative and Coordination Tasks

• Act as the point of contact among executives, employees, clients and other external partners
• Manage executives' calendars and set up meetings using MS Office, Google Suite, and other Teleconferencing tools
• Provide admin support to the Executive & Special Projects Office like compiling documents for board/Investor meetings and other activities, take minutes during meetings
• Manage letters, NDAs, and CCAs

Managing the executive's daily, weekly, and monthly schedule.

• Communication and Correspondence:
• Screening and prioritizing phone calls and emails.
• Drafting, editing, and proofreading emails, letters, reports, and other documents.
• Handling incoming and outgoing correspondence on behalf of the executive.

Data Analysis and Research

• Carry out data analysis and reports as assigned by the Special Projects Lead
• Assist various teams with research and information finding
• Project management and execution
  • Drive autonomously simple internal projects where coordinations of various teams is critical
  • Track, monitor and hold all stakeholder accountable on deliver, timelines, quality of outputs
  • Proactively flag challenges and potential issues to address them with the relevant teams Anticipate an drive resolution of client-facing issues raised by the various teams
  • Prepare reports and extract takeaways from projects to help drive the business performance

Managing the executive's daily, weekly, and monthly communications

• Communication and Correspondence:
• Screening and prioritizing phone calls and emails.
• Drafting, editing, and proofreading emails, letters, reports, and other documents.
• Handling incoming and outgoing correspondence on behalf of the executive.

What Do You Need To Succeed

• Degree in Business Administration or other relevant course.
• 5+ years experience as PA, EA or office administrator, logistical support or project manager is an advantage but not a must. We just need someone who can get stuff done irrespective of your past experience.
• Strong exposure in project related roles or business analysis is an added advantage
• Strong communication, coordination and interpersonal skills
• Excellent written and oral communication skills in English
• Attention to detail with good organizational, planning, report writing and presentation skills.
• Proactive, confident, energetic with the ability to work under pressure, to tight schedules/deadlines and monitor and follow up on all actions taken.
• A proven team player with excellent communication and interpersonal skills.
• Confidentiality: Handling sensitive and confidential information with the utmost discretion and professionalism.
• Technology and Software Proficiency: Proficiency in using various office software, communication tools, and technology. Managing and troubleshooting technical issues as they arise.
• Most importantly, you need to have a winning mindset. At Pula we push boundaries, you need to believe that you can create new realities. The past is just that - history.