Chief Administrative Support Specialist

2 months ago

Petaling Jaya, Selangor, Malaysia FastLaneRecruit Full time
Role Summary

This role is designed for a highly organized and proactive Executive Assistant to provide comprehensive support to the CEO of a fast-growing 3D physical product design platform. The ideal candidate will have 3+ years of experience in a similar support role and possess excellent communication, organizational, and technical skills.

Key Responsibilities
  • Scheduling and Communication: Manage the CEO's calendar, prioritize appointments, and handle emails via Gmail, ensuring timely responses and follow-ups.
  • Capital Raising and Investor Communication: Assist in all aspects of fundraising, including reaching out to potential investors, scheduling meetings, and preparing materials for investor updates. Support ongoing investor communication by preparing monthly updates and handling key correspondence.
  • Meeting Coordination: Organize and prepare for meetings with investors, clients, and internal teams. This includes sending agendas, taking meeting minutes, and following up on action items.
  • Customer and Client Communication: Reach out to potential and existing customers, coordinating client meetings, product demos, and other engagements.
  • Hiring Support: Assist with recruitment efforts, including sourcing candidates, scheduling interviews, and coordinating communications between hiring managers and candidates.
  • Team Communication: Act as a liaison between the CEO and the team, attending standups and weekly all-hands meetings as outlined in the Remote Handbook. Facilitate clear communication on project updates, key deliverables, and team-wide initiatives.
  • Notion Dashboard Management: Regularly update and manage the Notion dashboard, ensuring that key tasks, project tracking, and team updates are organized and accessible.
  • Travel Arrangements: Manage all travel logistics for the CEO, including international and domestic travel, booking flights, accommodations, and transportation.
  • Project Management Support: Help track ongoing projects and initiatives, ensuring deadlines are met and deliverables are aligned with company goals.
  • Document Preparation: Draft, edit, and proofread key documents, presentations, and reports using Google Docs and Google Sheets, ensuring accuracy and professionalism.
  • Task and Priority Management: Ensure the CEO's tasks are prioritized, helping them stay on top of critical deadlines and focus areas.
  • Confidentiality and Discretion: Handle sensitive information with the highest degree of confidentiality and professionalism.

Requirements and Qualifications
  • Experience: 3+ years of experience as an Executive Assistant or in a similar support role, ideally within a fast-paced startup or remote work environment. Experience in fundraising support is a plus.
  • Communication Skills: Excellent written and verbal communication skills with a strong command of English, essential for interfacing professionally with investors, clients, and internal teams in an English-speaking environment.
  • Organizational Skills: Highly organized and detail-oriented with the ability to manage multiple tasks and priorities effectively.
  • Tech Savvy: Proficient in using productivity tools, including Notion, Slack, Google Docs, Google Sheets, and Gmail.
  • Problem-Solving Skills: Ability to anticipate challenges and proactively find solutions.
  • Self-Starter: Capable of working independently in a fully remote environment, taking initiative, and driving projects to completion.
  • Adaptability: Comfortable working in a fast-paced, dynamic environment with constantly changing priorities.
  • Confidentiality: Demonstrated ability to handle sensitive information with discretion and professionalism.
  • Self-Motivated: Able to work independently in a remote environment, providing support to Australia-based executives.

Bonus Points:
  • Experience working in a startup, tech, or product design environment.
  • Knowledge of investor relations and capital raising processes.
  • Familiarity with managing team communication tools like Slack and Notion.

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