The Executive Assistant & Office Manager will serve as the CEO’s right hand, ensuring seamless coordination of professional and personal responsibilities. This dynamic role involves managing the CEO’s schedule, handling team-wide travel logistics, overseeing financial obligations, and taking charge of office operations. The individual will also ensure that the office space is well-maintained, equipped, and functions smoothly, while coordinating with building administrators to address any operational needs.

This is a high-impact role requiring proactive problem-solving, exceptional organizational skills, and the ability to thrive in a fast-paced environment.

Key Responsibilities:

1) Calendar & Agenda Management

• Strategically manage the CEO’s professional and personal schedule to optimize productivity.
• Proactively coordinate priorities, ensuring seamless alignment of commitments.
• Prepare the CEO with relevant materials and context for meetings, deadlines, and key events.

2) Meeting Management & Follow-Ups

• Attend meetings (in-person or virtual) to document key takeaways and track action items.
• Facilitate follow-ups with stakeholders to drive execution of decisions and initiatives.
• Prepare comprehensive briefing materials to ensure informed and efficient discussions.

3) Travel & Logistics Coordination

• Plan and coordinate travel arrangements for the CEO and key team members.
• Organize detailed itineraries, transportation, and accommodations.
• Adapt quickly to last-minute changes and ensure smooth travel logistics.

4) Personal Finance & Administrative Oversight

• Support financial organization, including tracking expenses, payments, and budgeting.
• Liaise with accountants and tax professionals to ensure timely compliance.
• Maintain oversight of administrative and financial obligations to streamline operations.

5) Office Management

• Ensure the office space is well-equipped, maintained, and functional for daily operations.
• Manage office supplies, equipment, and ensure the work environment is conducive to productivity.
• Liaise with the building administrator to address any office-related issues, such as facility maintenance, internet connectivity, meeting room availability, and security.
• Ensure the office space is consistently clean, organized, and fully stocked with all necessary amenities (e.g., office furniture, technology).
• Coordinate the setup of meeting rooms and other office spaces for team use and counterparty meetings.
• Handle any logistical issues related to the physical space, ensuring the office is always ready for team members and visitors.
• Ensure that all office practices and equipment align with the Office Security Policy. This includes maintaining compliance with security protocols and ensuring that office supplies, equipment, and access control measures meet our security standards.
• Coordinate access for visitors in accordance with our Office Security Policy.

Skills and Qualifications:

• 5+ years of experience as an Executive Assistant, Office Manager, or in similar roles, preferably in a high-growth startup, finance, or crypto environment.
• Exceptional organizational and time-management skills with the ability to manage competing priorities in a fast-paced environment.
• Strong written and verbal communication skills in both English and Spanish, with the ability to effectively communicate with a variety of stakeholders.
• Proactive problem-solver with a keen attention to detail and the ability to anticipate and address challenges.
• Tech-savvy, with experience managing office systems and tools (e.g., Google Workspace, Slack, Asana, macOS, and others).
• Experience in travel coordination, including managing international travel logistics, and handling financial tasks is a plus.
• Strong understanding of office management best practices, particularly in shared office environments.
• Ability to handle sensitive information with confidentiality and discretion.
• Strong interpersonal skills, with the ability to collaborate across teams and build relationships with external partners.
• A self-starter who anticipates needs, takes initiative, and acts without needing direction.
• Adaptable and flexible in handling change, managing multiple priorities, and working in a fast-evolving environment.
• Basic knowledge of facilities management and office security practices to ensure compliance with internal policies.