Personal Assistant and Administrative Coordinator
vor 3 Wochen
We are seeking a highly organized, self-starter Executive Personal Assistant to provide support to our founder in a variety of fields. The ideal candidate will have experience in managing heavy calendars, complex international travel, administrative support, and personal support duties along with interfacing with a number of team members. Further, the ideal candidate should have some tacit interest in quantified self, bio-tracking and consolidating both health data and financial data for visual representation. The candidate should be highly flexible, adaptable, detail-oriented, possess excellent communication skills, have experience handling C-suite executive matters, and be able to handle multiple tasks simultaneously with a “no job too big or too small attitude.”
Responsibilities
- Provide administrative support to the founder, his family, and the team as requested.
- Manage heavy calendar management and scheduling, including setting up meetings, conference calls, and video conferences across multiple time zones.
- Consolidate financial and health data into spreadsheets for analysis.
- Arrange international travel including flights, accommodations, and visas, and create detailed itineraries.
- Manage personal duties, including coordinating family travel, handling personal finances, and running some errands.
- Ensure that all travel and expense reports are accurately completed and submitted in a timely manner.
- Coordinate with team members on meetings, travel, event planning and other activities.
- Handle incoming and outgoing email communications, including inbox management.
- Conduct research on various topics and prepare reports and presentations as needed.
- Use emerging AI/LLM tools to improve their research and development as an executive.
- Perform general office duties such as local errands, grocery orders, overseeing janitorial staff, organizing office supplies into cabinets, filing, photocopying, and scanning documents.
- Be a liaison with clients, vendors, and business partners while maintaining the highest levels of professionalism and confidentiality.
- Minimum of 3 years of experience as an executive/personal assistant or administrative coordinator with C-suite support experience.
- Experience working in a startup environment, where everybody is expected to “roll up their sleeves” to get the job done.
- Strong spreadsheet skills.
- Some experience using AI co-pilot tools and LLMS.
- Excellent organizational and time management skills with the ability to prioritize tasks effectively.
- Experience in managing complex travel arrangements.
- Strong communication skills, both written and verbal, with fluency in English. German language proficiency is a plus.
- Ability to maintain confidentiality and handle sensitive information.
- Proficiency in Google Suite, Slack, Notion, or Vimcal. Use of AI tools/knowledge of how to utilize them to maximize efficiency is preferred.
- Generally, an open mind and ability to learn new technologies and tools would be helpful.
- Demonstrated ability to work independently and be a self-starter in the office and remotely.
- Bachelor's degree or some quantitative training in a related field is an asset but not required.
- Familiarity with the cryptocurrency and venture capital industries is considered an asset.
- Dialectic is an equal-opportunity employer.
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