Executive Assistant to CEO

About the role

We are looking for a highly organized, proactive, and tech‑savvy Executive Assistant to work directly with our CEO. This role goes beyond traditional administrative tasks, acting as a strategic partner who supports daily operations, sales initiatives, and process automation.

Key responsibilities

• Manage the CEO’s calendar, meetings, travel arrangements, and communications.
• Prepare agendas, presentations, reports, and track follow‑up actions.
• Support sales activities including quotes, proposals, agreements, and customer documentation.
• Maintain and update customer records in HubSpot or Odoo, assign leads, and monitor pipelines.
• Utilize AI tools (Claude, ChatGPT, Gemini) to create prompts, templates, and automate repetitive processes.
• Enter accurate data across multiple systems, organize digital files, and manage agreements in PandaDoc.
• Coordinate with Accounting, Marketing, Operations, Logistics, and Inventory to fulfill customer commitments.

Required profile

• Fluent English (spoken and written) for daily communication with the CEO.
• Excellent written and verbal communication skills.
• Strong organizational and time‑management abilities with high attention to detail.
• Sales‑oriented mindset and strong customer‑service focus.
• Proven experience supporting executives and the ability to work independently.
• Analytical, problem‑solving skills and a proactive attitude.

Required skills

• HubSpot
• Odoo
• PandaDoc
• Microsoft Office 365
• Google Workspace
• Claude (AI tool)
• ChatGPT (AI tool)
• Gemini (AI tool)