Job in GAIA Insights, Europe

Position title: Executive Assistant

Organization: GAIA Insights, Belgium, Europe

Primary Location: Remote

GAIA Insights is a boutique firm providing innovative leadership development programs for corporate talent. Our clients are global players in various industries, and all our programs are tailor-made and one-of-a-kind, typically running for 12-24 months. We’re a young company outgrowing our start-up phase with lots of things to learn while establishing a stable business. To replace a parting team member, we are looking for a rockstar Executive Assistant to support our CEO.

You
• are inspired by a grand vision that is worth pursuing,
• get a strong sense of gratification from supporting others,
• want to be home-based, yet work with people from around the world,
• thrive as an intrapreneur by taking ownership and finding solutions,
• value fun, fulfilment and personal learning over money?

We
• aim for nothing less than to make the world a better place,
• live our values of Transparency, Courage, Positivity and Passion every day,
• promise our clients Commitment, Excellence, Collaboration and Sustainability,
• offer permanent full-time employment (5 days a week – any days),
• would love to explore if we could be the dream job you thought did not exist!

You will enjoy this role if you like to…

• support a team in the planning and execution of international leadership development programs by lightening the load for our CEO
• work directly with the leadership team, incl. confidential and sensitive task management
• plan and schedule appointments, manage calendars and travel bookings
• set up online meetings via Adobe Connect, provide tech support, compile and send out agenda, take and distribute meeting minutes
• issue, maintain and file documents, checklists and contracts, incl. version control
• prepare reports, track priorities and deadlines, follow up on pending items, send out reminders
• ensure timely communication with internal and external stakeholders, use various communication channels simultaneously on a day-to-day basis
• conserve CEO’s time by reading, researching, and routing correspondence; draft letters and documents; collect and analyze information; initiate telecommunications
• answer or direct inquiries, deal with demanding clients and provide top notch customer care
• produce information by writing, formatting, editing and transcribing text, data, and graphics
• review documents and web content, slide decks and correspondence for language, grammar and design consistencies and ensure brand compliance
• maintain supplies inventory by checking stock to determine inventory level; anticipate needed supplies; place and expedite orders for supplies
• create onboarding plans for new starters, optimize existing material and onboarding process
• organize the annual Christmas mailing and company meet-up, work with the event manager on venue and requirements, coordinate travel and partner contributions
• troubleshoot and find solutions while working with a global team of hard-working enthusiasts
• truly embrace diversity, ambiguity and complexity
• work 100% remotely, shape your own role and work flexible hours

You are the right person if you meet the following criteria:

• Minimum 5 years relevant work experience as an assistant or in a similar role; experience with corporate learning and development processes is a plus
• Native English speaker, excellent communication skills both written and spoken; additional languages welcome
• Excellent organization/coordination skills, incl. multi-tasking, prioritizing, keeping an overview and delivering towards deadlines
• Professional stakeholder management, balancing different timelines and conflicting interests, understanding urgency versus importance
• Very strong detail orientation, diligence and a strong sense of self-management
• Always thinking a step ahead, keeping the end-goal in mind, asking smart questions
• Well organized, reliable, agile, creative, self-motivated and willing to go the extra mile
• Resilient when dealing with ambiguity and the “growing pains” of a business
• Excellent user skills of Microsoft PowerPoint and familiar with many of the following applications (and not afraid of trying out new tools): Adobe Connect, EtherCalc, Excel, LinkedIn, Outlook, Pipedrive, Podio, Sharefile, Skype, SurveyMonkey, Word, Yammer, etc.
• Fully equipped home office with stable internet connection 24/7
• Ready to start in October this year

If you think this opportunity is for you, we would love to hear from you!

Apply Online