Executive Assistant

About the Role

As an Executive Assistant, you will report to the Office Manager and be responsible for a broad range of administrative, communication, and coordination duties that will need to be executed in a customer centric manner. This role will be an office-based shared resource supporting our team and clients. The successful candidate will need to be intuitive and flexible, possessing excellent organisational and customer service skills, with a strong awareness and ability to prioritise and find creative ways to pitch in to elevate the overall experience and effectiveness of those they work with.

The candidate needs to be proactive and enthusiastic and willing to jump in where their assistance can be utilised. Because the office is growing, the applicant needs to be willing to wear multiple hats and be able to problem-solve general administration tasks where applicable. This role will be privy to multiple inboxes and must demonstrate the highest level of confidentiality. An ability to work autonomously and as part of a team is a must.

Your Day-To-Day Will Involve

• Office Management Assistance

  • Vendor management; act as the point of contact for office vendors (cleaners, grocery delivery, lunch delivery etc.)
  • Boardroom management; ensure the boardroom is prepared for any external meetings including but not limited to technology, stationery, refreshments and cleanliness.
  • Check and sort physical mail every week
  • Order supplies and IT equipment for the growing team
  • Find creative ways to elevate the office experience to make our space an enjoyable place to operate from
  • Develop a best-in-class Office concierge system that ensures that every colleague's daily needs are proactively identified and resolved

• Administrative

  • Calendar management; manage calendars while exercising judgment to prioritise day-to-day meetings, calls, and movements, and accounting for both business and personal diaries
  • Inbox management; assist with inbox management to organise and collate information as well as draft, proofread, wordsmith communications and emails as necessary
  • Client management; be responsive to to both internal and external clients, manage coordination of meetings, and take on any additional tasks that may be necessary to ensure responsive communication and great service
  • Act as point of contact for executives
  • Meeting prep and debriefs; research and compile information and agendas as necessary to ensure accuracy and preparedness for internal and external meetings
  • Organise and attend both internal and external meetings as requested, and take minutes, follow-up on action items, and disseminate information to multiple audiences
  • Coordinate travel planning, including international travel with very detail-oriented plans, documentation, itineraries, and meeting schedules
  • Process reimbursement claims for the executives
  • Complete any company applications forms and gather due diligence as required
  • Schedule interviews with job candidates

• Marketing & Business Development

  • Organise office social events from time to time
  • Help organise client events
  • Assist with employee appreciation programmes

• Constantly strive for and assist with process improvement; take a proactive approach to helping the overall effectiveness of the executive operations team

• Be a key part of an inclusive environment that fosters collaboration and creativity both internally and externally

About You

• Minimum 4 years experience in an administrative role
• Excellent organisational skills
• Excellent understanding of English, both written and verbal required
• Advanced computer skills including Microsoft Office – Word, Excel, Outlook, and PowerPoint required; SharePoint, Teams, and Visio strongly preferred
• Self-motivated, proactive, and forward-thinking
• Confident personality and capable of being persistent when necessary Maintain a positive attitude and willingness to work with all team members
• Must be able to effectively communicate with all levels of internal and external contacts
• Providing administrative assistance, such as writing and editing e-mails, drafting memos, and preparing communications on the executive’s behalf
• Organising meetings, including scheduling, sending reminders, and organising catering when necessary
• Basic finance and accounting aptitude is a strong plus
• Professional services experience is preferred but not essential

Benefits

• Salary ranges from USD 65–85k per annum depending on experience
• Health Insurance as required by law
• Pension as required by law
• Unlimited vacation policy

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Resume Requirements

Please keep your resume to one page and ensure it aligns with this opportunity.

Please click apply to learn about applying for an open opportunity at Cartan Group.

Locations: Cayman Islands, Remote

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