Executive Assistant

At Dexian, we are more than a company; we are a force for positive change in the world of work. Our vision, mission, and values drive us to connect organizations and individuals, create purpose, and provide meaningful opportunities. Our brand blueprint defines not just who we are, but also the promise, purpose, and unique processes that set us apart. We are in the business for good.

We are currently looking for an executive assistant to be a supportive force who empowers and supports our Chief Customer Relations Officer and Chief Strategic Operations Officer. The ideal candidate will be a proactive problem solver with exceptional communication skills and meticulous attention for details. This person should have experience working in an office environment, performing administrative duties, and providing support to managers. Given the dynamic nature of the executive landscape, we rely on executive assistants to be flexible and consistent while maintaining the confidentiality of high-level systems and operations.

REQUIREMENTS:

Primary Point of Contact:
Be primary point of contact to help track role demand, as well as coordinate individual initiatives within the organization

Calendar

• Manage requests
• Create white space for personal production
• Color Coded system
• Understand direct report roles and ensure touchpoints are taking place
• Deadline Management
• Once immediate needs are under control, establish a BIG Rocks calendar – forward looking view of initiatives with timing and deadlines

Communication

• Assist with on-boarding new team members to include setting communication points with EC, coordination of swag, desk set-up, etc.
• Coordinate touchpoints between the exec and direct reports
• Coordinate meetings with external vendors, relay communication
• External relations: Send flowers, food to internal, vendors, clients

• Internal relations: Assist with future planning of team events, birthday, anniversaries

Travel

• Coordinate, book individual travel
• Put in calendar

Executive Synergy
Work with Susan and other C-Suite executive assistants to maximize synergies between C-Suite individual initiatives and obligations. Some examples:

• Coordinate and bring awareness of any industry events Maruf is supporting that Geoff and/or Scott may want to be a part of;
• Coordinate synergies between Maruf lead Dexian initiatives (for ex: Maruf leading L&D. Is there any alignment of efforts to maximize similarities).  
• Coordinate if traveling to same city or city of interest– either travel together or coordinate mutual “liaison” support

Event Coordination

• Coordinate/plan logistics of internal team related events
• Remind them of Team building opportunities/coordinate

Administrative Support

• Harmonize and optimize time management to align priorities and overall team strategy
• Participate in Strategy Meetings: Coordinate event plus capture notes
• Assist with collating, editing and storing reports, documents, power point presentations

• Put PowerPoint presentations. Data interpretation a plus but not mandatory.

Qualifications:

• Five or more years of experience in an administrative role supporting a senior executive
• Positive, adaptable and approachable attitude
• Excellent communication skills (verbal, written)
• Be forward thinking, have ability to anticipate needs
• Meticulous attention for details
• Strong time-management skills and an ability to organize and coordinate multiple concurrent projects
• Proficiency with Microsoft office suite/products (with Outlook emphasis), office productivity tools and an aptitude for learning new software and systems
• Provide meeting support and follow-up
• Both want to have weekly connect, if not daily
• Have willingness to grow in the role
• Flexible team player, willing to adapt to changes and unafraid of challenges
• Ability to maintain confidentiality of information related to the company and its employees