Job Summary:
Incedo is looking for a highly organized and detail-oriented EA to join our team.
As the EA to the CEO, you will be responsible for ensuring the smooth and efficient running of his schedules, calendars, and meetings. Your role will be critical in creating and maintaining a positive and productive workflow for the CEO. Your role will also be instrumental in fostering a positive, inclusive and productive office culture.
About Incedo:
Incedo is a US-based consulting, data science and technology services firm with over 4000 people helping clients from our offices in New Jersey, California, Mexico, Canada, and India. As a Firm we have been helping our clients achieve competitive advantage through End-to-End Digital Transformation and work across Wealth Management, Banking, Telecom, Life Science & Healthcare and Product Engineering sectors. Our uniqueness lies in bringing together strong engineering, data science and design capabilities with deep domain understanding, and blurring the boundaries between services and products to maximize business impact from emerging technologies.
Key Responsibilities:
Calendar Management
- Manage scheduling of both internal and external meetings and events based on CEO's priorities.
- Stay informed and maintain a detailed checklist of CEO's priorities and related meetings.
- Review the list with the CEO on a regular basis to ensure alignment and clarity.
- Regularly review and update the calendar as per CEO's priorities and preferences.
- Proactively address potential calendar conflicts to ensure the calendar is current and up to date.
- Optimize CEO's schedule to ensure maximum efficiency and improved time management for CEO.
- Support the CEO with specific personal priorities like booking doctor appointments, hotel/restaurant reservations for special events, etc.
- Serve as the primary point of contact for meeting requests and inquiries related to the CEO's calendar. Promptly follow up, respond, and provide all necessary information when requested.
Travel Arrangements
- Meticulously plan and manage all travel plans, agenda, logistics, and itineraries.
- Be proactive in coordinating with the travel and facilities team to ensure all logistics are in place before the CEO's visit.
- Arrange all important documents related to travel plans and meetings and ensure to review them with the CEO proactively.
Expense Management
- Maintain all expenses and related reports in an organized manner.
- Timely perform all accounting tasks and file expense reports.
Project Management
- Coordinate all executive meetings and retreats and assist with staff meetings and events as needed (both internal and external).
- Lead/assist the CEO's office with special projects, events, and activities.
- Coordinate with all stakeholders (both internal and external) as needed.
- Coordinate meetings and visits for external guests, liaising with internal stakeholders to ensure smooth logistics.
Required Skills:
- Minimum 10-12 years of EA experience, within the tech services or consulting industry, supporting C level executives.
- Polished and professional communicator, both verbal and written.
- Ability to interact and engagement with senior stakeholders.
- Excellent Program Management Skills - ability to multitask and work in a fast-paced Environment.
- Drive end to end handling of key tasks and activities.
- Problem Solving skills - highly detail Oriented. Resourcefulness and ability to independently find solutions and manage projects.
- Experience in working across different time zones and geographies (preferably USA and India); should have managed calendar and schedules accordingly.
- Proficient in Microsoft Office and experience of working through G Suite.
Soft Skills:
- Flexibility to work with evolving priorities of the CEO and provide best support all the time. Be flexible to support urgent calendar needs after hours and over the weekend.
- Stable, long-term orientation - track-record of staying with an organization/executive, having grown in the job.
- High service orientation - Ability to go beyond to deliver exceptional outcomes.
- Ability to interact with senior client and coordinate with their offices.
- Positive outlook with a ‘can do’ attitude, with high drive and energy.
Educational Qualification: Bachelor’s/Master’s degree.