
Administrative Support Specialist
2 weeks ago
**Job Description:**
We are seeking a highly organized and proactive individual to serve as the CEO's administrative support specialist. This role is responsible for managing the CEO's calendar, scheduling meetings, and prioritizing appointments.
The ideal candidate will have excellent communication skills, be able to multitask, and maintain confidentiality. They will also be proficient in using Google Workspace, ClickUp, and Zoho Books.
**Key Responsibilities:**
- Administrative Support:
- Manage the CEO's calendar, schedule meetings, and prioritize appointments
- Filter and manage the CEO's email inbox, responding to routine inquiries independently
- Prepare meeting agendas, record minutes, and manage follow-ups
- Handle travel planning (domestic and international)
- Maintain client communication pipelines and update CRM
- Track project deliverables, deadlines, and updates in ClickUp
- Prepare reports, presentation decks, and documentation for clients and internal use
- Coordinate between departments/partners to ensure timely task execution
- Manage ClickUp (Tasks, Docs, CRM integration)
- Operate Zoho Books for basic invoicing and finance tracking
- Use Google Workspace (Docs, Sheets, Gmail, Drive)
- Support basic automation setup across systems
- Conduct research for consulting reports, proposals, workshops
- Prepare first drafts of reports, business documents, or presentations
- Manage knowledge repositories (Capacities / Notion / Drive)
**Requirements:**
- Excellent written and spoken English
- Mastery in Google Workspace (Docs, Sheets, Slides, Gmail)
- Experience with ClickUp and Zoho Books (or ability to learn fast)
- Excellent formatting, drafting, and document management skills
- Ability to proactively prioritize, anticipate needs, and solve problems
- Discretion with confidential information
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