Executive Assistant | CEO  

About Code Ninja

Code Ninja IT Solutions, Inc. is a Philippine based company established in 2010. Since then, it has been providing software solutions to its US-based investors and clients. It is owned and operated by the founders of ImportGenius, BuildZoom, Veterance Home Access - companies backed by Y Combinator, Peter Thiel, and Formation 8.

Responsibilities

• Managing daily schedule; adapting as needed and effectively communicating changes to all parties
• Prioritize workflow and schedule, by planning out and directly supporting with task completion
• Organize all aspects of complex domestic and international travel, professional and personal
• Manage personal appointments, meetings, reservations and errands
• Support senior staff meeting logistics in conjunction with other support staff
• Coordinate executive team offsites, retreats and support periodic team events and activities;
• Manage action item list
• Maintain relationship databases and CRM
• Weekly meetings with leadership and project lead
• Track Cofounder follow up meetings
• Anticipate the needs of the CEO, staying ten steps ahead at all times to ensure a smooth and successful outcome
• Gifting – personal and business, to manage relationships and show gratitude
• Complete expense reports and maintain accurate expense filing system
• Order Meals and Coffee remotely as required
• File personal and business records as required
• Flexibility in coverage – being able to support a wide array of personalities and leaders
• Perform administrative and office support such as documentation, correspondence, file and database management
• Conduct research, data analysis and reporting on various projects of the Executive
• Maintain professionalism and strict confidentiality with all materials
• Cultivate strong working relationships both internal and external contacts while exercising discretion
• Stay on top of the Executive’s schedule and activities by updating the calendar, preparing travel arrangements and other events
• Anticipate the needs of the Executive to ensure a smooth and successful outcome
• Provide operational support by assisting in special projects of different teams within the company
• Perform ad hoc tasks from time to time

Requirements

Must-Have:

• Knowledge in database management
• Keen attention to detail for data entry and record management
• Takes it upon himself/ herself to take the initiative to keep it organized
• Well-organized multi-tasker, capable of operating on multiple fronts simultaneously and in an orderly fashion
• A proactive approach to problem-solving with strong decision-making skills
• Enjoys working in a challenging and fast paced environment
• Must be a self starter and a strong team player
• Ability to work independently and collaborate remotely
• Has an excellent grasp of spoken and written English and can articulate ideas clearly and concisely
• Must have a strong, type A personality
• Must be willing to work US Arizona hours

Nice-to-Have:

• Experience in Virtual Assistance
• Experience in a startup environment