Cloutflow
Website:
cloutflow.com
Job details:
About the Role
We are looking for a highly organized, proactive, and detail-oriented Executive Assistant to provide comprehensive support to senior leadership. The ideal candidate will act as a strategic partner to the leadership team by managing schedules, coordinating meetings, handling communication, tracking key initiatives, and ensuring seamless day-to-day operations.
This role requires exceptional organizational skills, strong business acumen, discretion in handling confidential information, and the ability to work in a fast-paced environment.
Key ResponsibilitiesExecutive Calendar & Schedule Management
- Manage and maintain the executive's calendar, ensuring effective prioritization of meetings, appointments, and business commitments.
- Coordinate internal and external meetings across multiple stakeholders.
- Schedule and organize leadership reviews, business meetings, and strategic discussions.
- Anticipate scheduling conflicts and proactively resolve them.
- Ensure all meeting materials, agendas, and briefing documents are prepared in advance.
Communication & Stakeholder Management
- Serve as the primary point of contact between the executive office and internal/external stakeholders.
- Draft, review, and manage professional correspondence, emails, presentations, and reports.
- Handle sensitive and confidential information with the highest level of discretion.
- Follow up with department heads and stakeholders on pending actions and deliverables.
Meeting Coordination & Follow-Ups
- Attend key meetings, record minutes, and prepare action trackers.
- Monitor progress on action items and ensure timely completion.
- Drive accountability across departments by following up on commitments and deadlines.
- Prepare summaries, reports, and dashboards for leadership review.
Business Operations Support
- Coordinate cross-functional projects and strategic initiatives on behalf of leadership.
- Track organizational priorities and ensure alignment across teams.
- Assist in preparing business reviews, management presentations, and operational reports.
- Analyze data and prepare insights for decision-making.
Travel & Event Management
- Manage domestic and international travel arrangements, including flights, accommodations, transportation, and itineraries.
- Coordinate leadership participation in conferences, client meetings, and industry events.
- Handle logistics for internal leadership offsites, town halls, and business events.
Administrative & Documentation Support
- Maintain organized records, documents, contracts, and confidential files.
- Manage expense reports, reimbursements, and vendor coordination.
- Ensure timely documentation and filing of important business records.
- Assist in preparing policies, reports, and business documentation.
Project Coordination
- Support leadership in executing key business initiatives and special projects.
- Track project timelines, milestones, dependencies, and deliverables.
- Coordinate with multiple departments to ensure project completion within deadlines.
- Identify bottlenecks and escalate concerns when necessary.
Experience
- 2–6 years of experience as an Executive Assistant, Chief of Staff, Business Coordinator, or similar role.
- Experience supporting founders, CXOs, or senior leadership is preferred.
- Prior experience in startups, media, technology, consulting, or high-growth organizations is an advantage.
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