Executive
Assistant to the CEO

Zella Technologies is
seeking an intelligent, ambitious, Executive Assistant to our
CEO to provide proactive support for daily business tasks, projects,
research, data analysis, reporting, follow-up, creating PowerPoint decks,
outreach, correspondence, travel arrangements, in-person assistance while abroad, scheduling, social media, and
more.

To perform successfully in this role, one must be a
well-organized, agile, critical thinker with the ability to thrive in a
fast-paced environment and have exceptional time management skills. You enjoy
working in an entrepreneurial environment with the ability to think ahead and
be resourceful. You must anticipate the next steps and deliver projects on
time. The candidate must be an expert in Microsoft Office Suite, including
Excel and PowerPoint creation and editing. You must have experience as an
Executive Assistant supporting a busy CEO with exceptional interpersonal
skills. This candidate will also
establish mechanisms and processes where necessary. The successful candidate
will possess the ability to complete complex tasks quickly with little to no
guidance, anticipate challenges, react with appropriate urgency to situations
that require a quick turnaround, and take effective action without having to
know the whole picture.

Responsibilities will include but are not limited to:

Planning
and Execution:

• Collaborate with the CEO to execute strategic
  plans, goals, and initiatives aligned with the organization's mission,
  vision, and WIGS' (Wildly Important Goals)
  
• Provide support and insights, analysis, and
  recommendations for the execution of strategic initiatives
  
• Lead strategic projects, initiatives, and
  special assignments on behalf of the CEO
  
• Conduct research, analysis, and due diligence on
  key issues, opportunities, and challenges facing the organization
  
• Track and help drive
  completion of key deliverables and follow up on outstanding items.
  
• Accompany the CEO on different travels to build the company.
  

Finding
the Experts, Conducting Research and Preparing Reports:

• Research and identify experts in various fields
  as the CEO requires, ensuring the experts have a proven track record and
  relevant qualifications. (Ex. Marketing, Technology, M&A, etc.)
  
• Conduct initial outreach and communication with
  identified experts to gauge their interest and availability
  
• Compile detailed reports on potential experts,
  including their background, expertise, and potential organizational value
  
• Analyze industry trends and gather valuable
  insights to provide the CEO with the necessary data to make business
  decisions through market analysis, competitor research, or customer
  feedback, and distill the data into concise and meaningful
  reports
  

Institutional
Knowledge Transfer:

• Systematically capture and share the knowledge
  and expertise that exists within the organization
  
• Recognizing essential information and expertise
  that needs to be retained and shared
  
• Ensuring that critical knowledge is preserved
  during transitions
  
• Structuring documentation/videos using a logical
  repeatable process and library system
  
• Updating as knowledge evolves
  

Communication
& Representation:

• Draft and prepare correspondence for internal
  announcements, meetings, and organizations with which the CEO is involved
  
• Represent the company and the CEO in a positive
  light through great follow-up/follow-through skills and sound judgment
  
• Be responsive to emails, texts, and phone calls,
  including contact outside normal business hours
  

Assist
with Presentation Preparation:

• Work closely with the CEO to understand
  the key messages and goals of the presentation
  
• Create, design, or edit a PowerPoint deck
  following guidelines given by the CEO
  
• Make every slide on point, adding graphs,
  charts, and visuals to align with messaging
  
• Must be able to work on the spot with
  direction
  

Calendar
& Travel Management:

• Organize the CEO’s complex calendar and schedule
  of appointments, resolving any scheduling issues for internal and external
  meetings, off-site events, and speaking engagements based on the CEO’s
  preferred style and ways of working
  
• Arrange travel, book flights, and arrange
  accommodations for the Executive Leadership team as needed
  

Social
Media Engagement:

• Social Media posts creation, shares, likes,
  comments, etc., through the CEO’s accounts for engagement
  
• Create a cadence in messaging through various
  social media channels, LinkedIn, Facebook, Twitter, etc. 
  

Requirements

Requirements & Experience:

• Bachelor’s degree in business administration,
  Management, Finance, Supply Chain, or a related field. Advanced
  degrees such as MBA or Master's in a relevant discipline are preferred
  
• Proven experience of 5+ years as an executive
  assistant supporting a CEO
  
• Must have a proactive and solution-oriented
  mindset, anticipating needs and taking initiative
  
• Exceptional verbal & written communication
  skills with proactive follow-up and follow-through 
  
• Must have a high level of integrity with the
  ability to maintain confidentiality with sensitive information
  
• Impeccable organizational and time management
  skills with the ability to multi-task effectively under pressure
  
• Must have superior time management and
  organizational skills with the ability to prioritize and pivot
  
• 24/7/365 availability for urgent matters the CEO will need assistance with
  
• Availability to travel with 12 hours of notice
  
• Must have an adaptable and flexible approach to
  thrive in a rapidly changing environment
  
• Advanced proficiency in Microsoft Office Suite
  including Excel and PowerPoint, G-Suite, Project Management
  tools, and SharePoint
  
• Advanced project management and data analysis
  skills
  
• Must have experience in various AI tools 
  
• Experience in travel planning, scheduling, and
  coordination
  
• Experience planning and executing quarterly
  off-site meetings 
  
• Must have the ability to travel 15%-20% annually
  as needed
  
• Expert experience in how to do institutional
  knowledge transfer and documentation
  
• Experience running a corporate online “Book
  Club” weekly
  
• Experience in Salesforce, Zoom
  Info., LinkedIn Navigator, and other sales tools
  
• Experience in LMS training systems and adding
  content 
  
• Social Media savvy needed, with the ability to
  design and create content 
  
• Experience in working remotely with high
  accountability
  
• High energy and positive demeanor
  

Benefits