Executive Assistant

About the Company:

VMax Wellness is a holistic health tech enterprise that strives to encourage and inspire people to adopt a healthy lifestyle. We have an enthusiastic and knowledgeable team that provides bespoke fitness and nutrition plans tailored to individual requirements. Our goal is to transform the lives of at least 1 million people (about the population of Delaware) and eradicate most of the lifestyle diseases caused by obesity, which include diabetes, heart diseases, thyroid, high blood pressure, depression, PCOS, and some types of cancer. Visit our website, to learn more about us. 

About the Role:

The Executive Assistant plays a crucial role in ensuring smooth and efficient operations for the founders' office and senior team. You will be responsible for managing executive schedules, travel, communication, and essential administrative duties that allow the leadership to focus on high-level strategy and business growth. We are seeking a highly organized, discreet, and proactive Executive Assistant. This role demands a professional with a strategic mindset, exceptional communication skills, and a proven ability to manage complex calendars, confidential information, and high-stakes engagements in a fast-paced environment.

Job description

• As an Executive Assistant to the Founder, you will provide high-level administrative support and assistance in building Financial Reports & Dashboards to ensure the smooth functioning of the office
• You will be responsible for managing calendars, coordinating meetings and travel arrangements, preparing reports and presentations, and handling confidential information
• This role requires exceptional organizational skills, attention to detail, and the ability to handle multiple tasks with discretion and professionalism
• Require someone who is flexible with the timings as the Founder might be travelling and the EA should be supporting on the time zone  

Responsibilities:

1. 
   
2. Proactively manage the Founder's calendar, including scheduling appointments, coordinating meetings, and prioritizing conflicting demands.
3. Arrange and coordinate domestic and international travel, accommodation, and transportation logistics for the Founder.
4. Prepare and edit correspondence, reports, presentations, and other documents as required by the Founder.
5. Maintain confidential files and records, ensuring information is organized, easily accessible, and handled with discretion.
6. Conduct research, gather data, and compile information for special projects or presentations.
7. Act as a liaison between the Founder and internal/external stakeholders, filtering and prioritizing communications and requests.
8. Attend meetings, take minutes, and follow up on action items to ensure timely completion.
9. Prepare and distribute agendas, materials, and presentations for meetings, ensuring all necessary resources are available.
10. Collaborate with other executive assistants and team members to coordinate activities and support company-wide initiatives.
11. Handle sensitive and confidential information with professionalism, integrity, and confidentiality.

Requirements:

1. 
   
2. Bachelor's degree in Business Administration, Communications, or a related field.
3. Proven experience as an executive assistant or in a similar role supporting senior executives – Minimum of 5+ years in relevant roles.
4. Excellent organizational and time management skills, with the ability to prioritizen tasks and meet deadlines in a fast-paced environment.
5. Strong attention to detail and exceptional written and verbal communication skills.
6. Proficiency in using productivity software and tools such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and virtual meeting platforms.
7. Discretion and confidentiality when handling sensitive information and dealing with confidential matters.
8. Strong interpersonal skills and the ability to build positive relationships with stakeholders at all levels.
9. Proactive and resourceful problem-solving skills, with the ability to anticipate needs and find practical solutions.
10. Flexibility and adaptability to changing priorities and requirements.
11. Professional demeanor, with the ability to represent the Managing Director and the organization effectively.
12. Strong command of written and verbal communication
13. Proficiency in Microsoft Office Suite; familiarity with banking/financial workflows is a plus