Executive Assistant Job Description
Job Type: Full-Time
Work Hours: Mon-Fri: 10 AM - 6PM (Tuesdays, 9:30 AM - 6:00 PM)
Adtelligent Ltd. is seeking a proactive and detail-oriented Executive Assistant to provide high-level administrative and strategic support to the CEO and broader leadership team. This role is crucial to maintaining the organization's smooth operation by managing calendars and communications, coordinating meetings, tracking deliverables, and serving as a key liaison between internal staff, clients, and external partners. The ideal candidate will thrive in a fast-paced agency environment, demonstrate exceptional communication and organizational skills, and anticipate needs before they arise. With a strong commitment to discretion, initiative, and follow-through, the Executive Assistant will play a pivotal role in supporting ongoing projects, facilitating client engagements, and ensuring the CEO remains focused on top-priority initiatives. Candidates who excel at multitasking, problem-solving, and building strong professional relationships will find this position rewarding and impactful in helping drive Adtelligent’s mission forward.
We offer a competitive salary, performance-based incentives, and a comprehensive benefits package, including 72 remote work days per year, a car allowance, a paid phone, vacation, a health plan, training, and company-provided laptops. If you are passionate about operational efficiency and have a knack for clear communication, we want to hear from you.
Responsibilities and Duties:
Meeting Management:
Facilitate team meetings, prepare agendas, and track key deliverables.
Prepare detailed minutes and notes from meetings, ensuring accurate records of discussions and action items.
Accompany the CEO and team members to meetings with external stakeholders, providing support and taking notes as needed.
Diary & Schedule Management:
Manage the CEO’s diary, scheduling and coordinating meetings on his behalf.
Send daily calendar advisories to the CEO, reminding him of upcoming meetings and events.
Email Management:
Manage the CEO’s email account, responding to messages as directed and bringing important items to the CEO’s attention.
Action Items & Reminders:
Keep track of the CEO’s action items, sending timely reminders and ensuring follow-ups where applicable.
Stakeholder Liaison:
Act as a key liaison with company CEOs, Managers, Ambassadors, and other stakeholders to support team goals.
Serve as the primary communicator between Adtelligent and its clients to facilitate the completion of projects.
Project Applications & Support:
Monitor the GoJep platform for corporate bids relevant to Adtelligent Limited.
Support the team in preparing documents for proposals in response to government bids, DBJ grants, and company RFPs.
HR & Office Support:
Work closely with the HR & Office Manager to support staff well-being, including managing petty cash, reconciling expenses, and maintaining attendance records.
Assist with general upkeep and organization of the office space, including the arrangement of snacks, utensils, and coffee cups for staff. This involves assisting with orders, setting out snacks, and ensuring stock is replenished as needed.
General Assistance:
Assist with any other tasks requested by the CEO within the Executive Assistant portfolio, demonstrating flexibility and a proactive approach to meeting the CEO’s needs and the company’s goals.
Required Skills/Traits:
Exceptional organizational and time-management skills.
Strong communication skills; verbal and written.
Strong interpersonal abilities.
Ability to start and complete projects with minimal guidance.
Ability to act as a proxy for Executive Management decision-making.
Ability to think critically and make decisions under pressure.
Ability to work independently and resourcefully.
Proficiency in Microsoft Office Suite and other relevant software, including Excel/Google Sheets.
Ability to handle sensitive information with discretion and confidentiality.
Detail-oriented with the ability to multitask and prioritize effectively.
Qualifications:
Proven experience as an Executive Assistant or similar role (3+ years preferred) with a knack for managing diverse tasks efficiently. Similar roles include Project Manager, Event Planner, Customer Service Manager, Office Manager, Teacher/Educator, Legal Assistant/Paralegal, Military Personnel (Administrative Roles), Healthcare Administrator, Medical Office Manager, Human Resources Specialist, Travel Agent.
Experience with project management software is a plus.
A degree in any discipline.
Experience in digital marketing or agency environments is a plus.
Personality Type: ISFJ - Defender, ISTJ, ENFP, ENFJ, ISTP.
Benefits
Competitive Salary (range: $2.02m to $3.8m)
Comprehensive Health, Dental, and Life Insurance
10+ days of paid time-off (vacation)
Hybrid Work Schedule (in-office & remote)
In-office Snack Bar
Performance-based bonuses
Paid Cell Phone Data and Plan
Adtelligent Ltd. is committed to equal opportunity for all employees and applicants. As a proud Equal Opportunity Employer (EOE), we do not discriminate based on race, color, national origin, ancestry, citizenship status, religion, sex, sexual stereotyping, sexual orientation, gender, gender identity, gender expression, age, marital status, mental or physical disability, medical condition, genetic information, military or veteran status, or any other protected characteristic.
Our People & Culture
Adtelligent is a team of creatives, analysts and developers that work together to bring marketing and technology solutions to companies locally and abroad. We help them reach their target audiences by running marketing campaigns. These campaigns involve shooting and editing videos, designing graphics, managing social media pages, building websites and landing pages and more. Our clients range from public figures, schools and non-profits to government agencies, politicians, banks, and hotels.
More Open Positions
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