Job Title

OverviewWe are seeking anexperienced, highly proactiveExecutiveAssistantto support our CEO. This role is designed for adetail-oriented, driven, and adaptableprofessional who thrives in afast-paced environmentand can operate independently. You will play akey role in protecting the CEOs time and energy, ensuring seamless daily operations, and managing critical business and personal responsibilities.Thisin-person rolerequires aflexible schedule. While 90% of the work will occur during business hours, availability onevenings, weekends, and during travelis expected.How to ApplyIf youre ready to take on ahigh-impact, career-defining EA role, we want to hear from you!Submit a videointroducing yourself and explaining why you're interested in this role.Answer the following three questionsabout theExecutiveAssistantposition:How do you see theExecutiveAssistantcontributing to the long-term success of the CEO and the company, beyond daily operations?What are the most critical challenges the CEO faces in time management, and how can the EA best support in overcoming them?What qualities and skills do you believe are most important for an EA to be successful in this role?3.Email your video and questionsto Elle atelle@iconoffice.cawith the subject line: 'ExecutiveAssistantApplication.'Key ResponsibilitiesTime & Task ManagementManage andprioritize the CEOs schedule, ensuring meetings are booked in time blocks and flow smoothly.Act as thegatekeeper for communications, sorting, rerouting, and responding to emails, WeChat, and other messages.Prepare and debriefthe CEO before meetings by gathering necessary information and meeting with key team members in advance.Attend meetings, takedigital notes, track action items, and follow through on outstanding tasks.Organize adaily schedule in advanceand ensure the CEOs top priorities for the following day are clear.Implementtime management strategiesto keep the CEO focused and on track.Operations & LogisticsServe as thefirst point of contactfor internal and external communications.Coordinate all travel(flights, hotels, car rentals, activities, check-ins) and actively monitor for any itinerary changes.Handle event planning, including birthdays, anniversaries, gifts, and business gatherings.Manage company responsibilitiesrelated to sales, operations, and vision, ensuring key projects stay on track and escalating issues when necessary.Organize andmaintain office and filing systems.Personal & Business SupportCommunicate withfamily and key contactsto ensure personal logistics run smoothly.Runerrands and conduct researchon business opportunities, networking events, and market intelligence.Track and maintainkey relationships(friends, business contacts) to ensure the CEO stays in touch with important connections.Keep up withfamily dietary preferencesand ensure meals align accordingly.Crisis & Urgent Matters HandlingMonitor and respond tourgent communicationsrequiring immediate attention.Maintain a list ofhigh-priority contactsand ensure the CEO is alerted promptly when necessary.Escalate critical issuesas needed, ensuring rapid resolution.Who You AreExperienced & Independent Youve been an EA before and understand how to manage high-level operations without constant oversight.Detail-Oriented & Proactive You anticipate needs before they arise and take initiative to solve problems.Highly Organized & Adaptable You can manage shifting priorities, work well under pressure, and keep multiple projects running smoothly.Energetic & Driven You thrive in a fast-paced, high-performance environment and want to grow into a role of significant responsibility.Exceptional Communicator You can confidently interact withexecutives, clients, and team members while maintaining discretion.RequirementsMinimum 5+ yearsof experience as anExecutiveAssistantor Chief of Staff.Proven experiencemanaging calendars, travel, communication, and high-level projects.Ability towork in person with flexibilityfor travel, nights, and weekends.Proficiency in Google Chrome & Asana.Valid G Drivers License.Strong proficiency inemail management, scheduling tools, and task management software.Discretion and ability to handle highly confidential information.Compensation & GrowthCompetitive salarybased on experience.Opportunities for professional developmentand leadership growth.Travel and event perks included.