Executive Assistant to the CEO (Technology Startup)

Executive Assistant to the CEO (Technology Startup)

Location: Required office presence at ZICER, Zagreb Velesajam  
Working Hours: 9am to 5pm

About Us:  
Join a fast-growing technology startup with a globally distributed team dedicated to making an impact. Our CEO needs a proactive, detail-oriented Executive Assistant to streamline operations and provide critical support. If you’re highly organized and thrive in a dynamic, fast-paced environment, we want to hear from you.

Roles and Responsibilities:  
- Email Management: Manage the CEO’s inbox, prioritize communications, and respond on behalf of the CEO as needed.
- Content & Publishing: Research and post content on social media, organize cloud-based documents (OneDrive, Google Drive), and assist with creating investor newsletters.
- Calendar Management: Oversee and organize the CEO’s schedule, ensuring seamless coordination of meetings, deadlines, and travel.
- Grant & Contract Support: Complete EU grant forms accurately and handle contract organization for a global, remote team.
- Contract Management: Manage essential agreements, including NDAs, Cooperation Agreements, Investor Agreements, and RSU (Restricted Stock Unit) Agreements.
- Investor Liaison: Prioritize and coordinate communication with VC investors, keeping them updated on Bidsale and VendueTech’s news, achievements, and progress.
- News Publishing: Publish updates on LinkedIn and newsletters about new joiners and company milestones.
- Media & Brand Liaison: Act as a point of contact with media, coordinating press releases, interviews, and PR opportunities.
- Travel Arrangements: Book flights, accommodations, and transport for business travel, ensuring all details are covered.
- Meeting Preparation and Follow-Up: Prepare materials, agendas, and notes for meetings, ensuring that follow-up actions are tracked and completed.
- Stakeholder Coordination: Serve as a bridge between the CEO and clients, investors, and team members, ensuring smooth and timely communication.
- Event Coordination: Organize and assist with events such as team offsites, investor meetings, and industry networking events.
- Data and Report Management: Compile, organize, and format data or reports for strategic and financial updates.
- Task and Project Tracking: Use project management tools to monitor key project milestones, progress, and deadlines.
- Administrative & Personal Support: Liaise with the accounting firm, assist with occasional personal tasks, and help the CEO prioritize effectively.
- Confidentiality: Maintain confidentiality and exercise discretion with sensitive company information.

What Success Looks Like in This Role:  
- All emails are responded to promptly.
- CEO is positioned as a keynote speaker at tier 1 conferences.
- Seamless travel experiences for the CEO are arranged.
- Projects progress with high quality and performance.
- Effective task prioritization is supported, including occasional personal matters.
- The company and CEO’s brand positioning is continuously enhanced.
- VC investors are consistently updated on company progress and achievements.
- Internal communications are regularly sent via email and Teams, keeping remote global teams up to date.
- Budgeting is conducted to the highest standards alongside the CEO and COO, with effective tracking of time schedules and investments.
- Successful liaison with technical researchers, university partners, industry partners, EU and national R&D grant agencies, and PhD researchers.
- High standards for quality and contributions to a culture of excellence are maintained.

Tools We Use:  
Microsoft 365, Teams, MS Planner, SharePoint, Discord, Outlook, WhatsApp, OneDrive, and Google Drive.

Qualifications:  
- Student in the 4th or 5th year of university, a recent graduate, or early in their career.
- Proven experience as an Executive Assistant, ideally in a tech or startup environment.
- Experience working in teams, on business plans, and projects, or startup experience is a plus.
- Proficient in digital tools, including Microsoft 365, Teams, MS Planner, SharePoint, and cloud storage systems.
- Strong communication skills, with experience in content creation and stakeholder management.
- Ability to multitask, work independently, and stay organized in a fast-paced environment.
- High level of discretion, professionalism, and commitment to quality and excellence.

Office Requirement:  
This role requires office presence at our location in ZICER, Zagreb Velesajam.

Duration & Trial Period:  
This role will last for 2 months, with the potential for an extension. A trial period of 5 working days will be included.

What We Offer:  
- Flexible work environment  
- Exposure to a global network  
- Professional growth and development opportunities  

Are you ready to make an impact? Apply now and become an essential part of our journey!