Office Manager & HR Coordinator

We are seeking a highly experienced and dynamic Personal Assistant to the CEO who will also manage the daily operations of our office. This dual-role demands exceptional organizational skills, discretion, and the ability to thrive in a fast-paced, high-energy environment. The ideal candidate will have extensive experience supporting C-level executives in fintech, startups, or hi-tech industries, coupled with a proven track record in managing office logistics and team well-being.

Key Responsibilities

1. Executive Support:

• Fully manage the CEO’s diary, including scheduling, prioritizing, and coordinating complex meetings with multiple stakeholders.
• Plan and oversee intricate travel arrangements, including flights, hotels, agendas, and logistics for international and domestic trips.
• Prepare materials for meetings, presentations, and events, ensuring accuracy and readiness.
• Provide personal assistance to the CEO, managing both professional and occasional personal tasks.

2. Office Management:

• Oversee all aspects of office operations, including vendor contracts, office supplies, and maintenance.
• Ensure the well-being of the team by organizing employee-related logistics, such as facility needs and event planning.
• Maintain a welcoming and professional environment for guests and employees.
• Personally handle hospitality needs for office visitors, including refreshments and preparation.

3. Leadership and Problem Solving:

• Take the lead in resolving emergencies and critical issues, ensuring minimal disruption to the CEO and the team.
• Proactively manage challenges, including last-minute changes, tight deadlines, and complex scheduling conflicts.
• Coordinate with vendors and internal stakeholders to ensure seamless day-to-day operations.

Experience: Minimum 3 years as a Personal Assistant to a CEO, preferably in fintech, startups, or hi-tech industries.

Skills:

• Expert in managing Outlook calendars and coordinating large-scale, multi-participant meetings.
• Proven ability to multitask and manage competing priorities effectively.
• Strong problem-solving skills, with the ability to adapt to rapidly changing circumstances.
• Exceptional discretion and confidentiality in handling sensitive information.
• Languages: Fluent in English (additional languages are a plus).
• Attributes: Proactive, assertive, detail-oriented, highly efficient, and a positive team player.

Work Environment

• Hours: Full-time, on-site, with availability to respond to CEO needs around the clock.
• Culture: High-energy, fast-paced, and mission-driven environment with an emphasis on collaboration and excellence.

What We Offer

• A vibrant and supportive team environment.
• Opportunities to work closely with a dynamic CEO and leadership team.
• A role where you can make a tangible impact on both company operations and executive success.