Operational Executive Assistant

As XTEND’s Operational Executive Assistant, you will be responsible for the overall productivity and effectiveness of the operational process organization.

You will work closely and report to COO, be part of her daily tasks to ensure efficient, quick, and more professional work.

You will work closely with Program team, Customer Success, and business development to ensure alignment of the priorities and projects that will improve operational process efficiency and programs effectiveness.

Your duties will include improving, orchestrating, tracking, and measuring the operational process and funnel.

Responsibilities:

• Tracking project progress, ensuring adherence to milestones, contracts, and invoices.
• Proactively monitor and report on operation department KPIs.
• Responsibility for preparing sales proposals.
• Travel Coordination: Organize all aspects of travel for the executives, including itineraries, lodging, transportation, and expense reports submission.
• Take part in cross-organizational discussions, including Summoning discussions, Summarizing key points, and Managing task assignments.
• Be responsible and managing the calendars and schedules of the COO.
• Maintain relation with clients, financial and other stakeholders outside the company.
• Work with project team members to follow up on project plan execution and tasks completion.
• Budget Oversight: Track invoice payments received from clients and Assist with basic accounts payable functions.
• Utilize Excel to track project data, including budgets, timelines, and resource allocation.
• Generate reports and presentations to communicate project progress to stakeholders.

Requirements:

• Bachelor’s degree in business administration or industrial engineering and management or related field.
• Proficient in Microsoft Office Suite, particularly Excel and PowerPoint.
• Experience in working with ERP.
• Excellent verbal & written communication skills in English.
• Strong analytical and problem-solving skills and a proven ability to use data to drive operational process.
• Ability to prioritize tasks and manage multiple projects simultaneously.
• Strong attention to detail and accuracy.
• High bar interpersonal skills, team player by design
• Experience in project/program management – advantage.
• JIRA system – Advantage.