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OVERVIEW

About this role:

The Executive Assistant (EA) to the Chief Servant at Aquantuo plays a critical role in ensuring the CEO’s effectiveness and efficiency by managing schedules, coordinating executive communications, handling confidential information, and overseeing strategic initiatives. This role requires a highly organized, proactive, and detail-oriented individual who can operate in a fast-paced, high-growth, multi-location environment. The EA serves as a trusted advisor and gatekeeper, balancing administrative support with strategic execution to optimize the Chief Servant’s time and priorities.

As our Executive Assistant, you will:

1. Executive Support & Administrative Management

Manage the Chief Servant’s calendar, appointments, and travel arrangements, ensuring optimal time management.
Coordinate and organize board meetings, leadership team meetings, and investor relations activities, including agenda preparation and minutes documentation.
Screen and prioritize emails, calls, and correspondence to ensure critical issues receive immediate attention.
Draft, edit, and proofread presentations, reports, memos, and internal communications on behalf of the Chief Servant.
Serve as a liaison between the Chief Servant and internal departments, ensuring alignment on strategic priorities.

2. Strategic & Business Operations Support

Assist in the execution of high-priority projects and initiatives that align with Aquantuo’s business strategy.
Conduct research and analysis on industry trends, competition, and market expansion opportunities.
Track and follow up on key performance metrics, strategic goals, and leadership action items.
Prepare briefing materials and reports for meetings, ensuring the Chief Servant is well-informed.
Coordinate cross-functional collaboration between departments (Operations, Sales, IT, Marketing, HR, Finance) to drive efficiency.

3. Internal & External Stakeholder Engagement

Represent the Chief Servant in high-level meetings, partner engagements, and customer interactions when necessary.
Facilitate external partnerships, investor relations, and government/regulatory interactions as required.
Maintain strong relationships with Aquantuo’s advisory board, key clients, and stakeholders.
Support in drafting and managing executive correspondence, PR materials, and media engagements.

4. Governance, Compliance & Confidentiality

Ensure strict confidentiality and discretion when handling sensitive company and personal information.
Monitor and ensure compliance with corporate governance policies, legal requirements, and ethical standards.
Assist with the preparation and filing of company documentation, agreements, and contracts in coordination with legal counsel.

5. Corporate Social Responsibility (CSR) & ESG Initiatives

Support the CEO in driving Aquantuo’s Environmental, Social, and Governance (ESG) initiatives.
Assist in planning and executing CSR activities, employee engagement programs, and brand-building initiatives.

Requirements:

Education: Bachelor's degree in Business Administration, Communications, Management, or a related field. MBA is a plus.
Experience:

5+ years of experience as an Executive Assistant, Chief of Staff, or similar role supporting a C-level executive.
Experience in logistics, e-commerce, supply chain, or tech-driven companies is a strong advantage.

Technical Skills:

Proficiency in Microsoft Office Suite, Google Workspace, and project management tools (e.g., Bitrix, Asana, Trello, Monday.com).
Familiarity with CRM systems, financial dashboards, and data reporting tools.

Soft Skills:

Exceptional organizational and time-management skills.
Strong problem-solving and analytical abilities.
Excellent verbal and written communication.
Ability to work under pressure, manage multiple priorities, and handle ambiguity.
Discretion, professionalism, and emotional intelligence.

Performance Metrics (KPIs):

Calendar Efficiency: Ensuring the Chief Servant maintains a well-structured schedule.
Task Completion Rate: Timely execution of assigned strategic and operational tasks.
Stakeholder Management: Quality of engagement with key external and internal partners.
Project Success Rate: Effectiveness in managing CEO-driven projects.
Confidentiality & Compliance: Zero breaches in handling sensitive company information.