Executive Assistant at Scroll

Job Description

Key Responsibilities

• Manage the founder's calendar, including scheduling meetings, coordinating travel itineraries, and organizing daily administrative tasks such as document management, email correspondence, and procurement processes.
• Act as the primary liaison between internal teams and external partners, ensuring effective communication and alignment across all stakeholder groups.
• Prepare and organize agendas for high-impact company meetings, facilitate discussions, and document meeting minutes with clarity and precision.
• Handle a variety of temporary tasks as required, including but not limited to data entry, file organization, and administrative coordination, while maintaining a high standard of accuracy and efficiency.
• Support the founder in maintaining a professional image through meticulous attention to detail in all administrative functions and timely execution of tasks.
• Collaborate with cross-functional teams to ensure seamless workflow and operational excellence in a fast-paced startup environment.
• Monitor and update company records, ensuring all documentation is current, accessible, and compliant with organizational standards.
• Provide assistance in managing vendor relationships, negotiating contracts, and coordinating logistics for business events and meetings.

Job Requirements

• Minimum of a bachelor's degree in business administration, management, or a related field with a proven track record in administrative support roles.
• Excellent organizational skills with the ability to manage multiple priorities and deadlines in a high-pressure environment.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and Google Workspace tools for document creation, data analysis, and communication management.
• Strong interpersonal skills to effectively interact with diverse stakeholders, including executives, clients, and external partners.
• Ability to create and maintain detailed records, ensuring accuracy and confidentiality in all administrative tasks.
• Experience in coordinating travel arrangements, including booking flights, hotels, and transportation, with a focus on cost-effectiveness and timely execution.
• Excellent written and verbal communication skills to draft professional correspondence, prepare meeting materials, and document key decisions effectively.
• Proficiency in scheduling and time management tools to optimize calendar efficiency and minimize conflicts.
• Ability to adapt to changing priorities and handle unexpected tasks with flexibility and initiative.
• Strong attention to detail to ensure all administrative functions are executed with precision and professionalism.
• Experience in managing vendor relationships and negotiating contracts to support business operations.
• Excellent problem-solving skills to address administrative challenges and provide timely solutions to stakeholders.
• Ability to work independently while maintaining open communication with the founder and team members.
• Proficiency in multiple languages (English, Mandarin, etc.) is a plus for international business coordination.
• Minimum of 2 years of experience in administrative support or a similar role within a startup or corporate environment.
• Knowledge of project management methodologies to support the founder's strategic initiatives and operational goals.
• Ability to maintain confidentiality and discretion in handling sensitive information and business matters.
• Strong computer skills with familiarity in CRM software and other business management tools for efficient task execution.
• Excellent time management abilities to balance routine administrative tasks with urgent project requirements.
• Ability to provide exceptional customer service to internal and external stakeholders while maintaining a professional demeanor.