Job Description

Legal Affairs/Executive Assistant provides high-level administrative support to Strategy & Business Affairs department, including scheduling meetings, managing correspondence, and organizing corporate and legal documents and filings. The LAA assists with contract tracking, document management, and coordination with internal teams and external counsel to ensure timely execution of legal tasks. This role requires discretion, strong organizational skills, and familiarity with legal terminology and processes.

Job Summary:

We are seeking an experienced and highly organized Executive Assistant to support the Chief Digital Officer and Chief Strategy Officer at Cymbiotika. This role is critical to ensuring operational efficiency and strategic alignment across both departments. The ideal candidate is proactive, detail-oriented, and excels in fast-paced environments, with a strong ability to anticipate needs, maintain confidentiality, and manage multiple priorities. In addition to day-to-day administrative support, the EA will serve as a trusted liaison, manage complex calendars, coordinate cross-functional projects, and contribute to company-wide initiatives and events. A reliable vehicle is required for occasional errands, and availability on evenings and weekends may be needed for special projects or company events.

Key Responsibilities:

• Provide dedicated executive support to the CDO and CSO, including calendar and inbox management, meeting scheduling, travel arrangements, and timely preparation of materials.
• Serve as a bridge between the executive team and internal/external stakeholders, ensuring clear communication, follow-ups, and alignment on priorities.
• Handle and manage in-person, over-the-phone, electronic and virtual communications inside and outside of the company, including C-Suite, board members, partners, consultants, and other professionals.
• Draft, edit, and organize presentations, reports, memos, and meeting briefs with accuracy and professionalism.
• Manage logistics for meetings, events, and offsites—including venue booking, catering, supplies, and attendee coordination—delivering seamless execution.
• Track and help manage strategic initiatives, project timelines, and key deliverables across multiple departments, ensuring alignment with broader company objectives.
• Organize and manage company documents and file materials, specifically using Google Workspace, Microsoft Office and Adobe Acrobat.
• Handle confidential information with the utmost discretion, acting as a trusted partner in both professional and personal matters.
• Monitor and reconcile expenses, prepare expense reports, and support budget tracking related to digital, strategy, and executive functions.
• Assist with personal tasks and errands as needed, including appointment scheduling, courier needs, and other ad hoc requests to optimize executive productivity.
• Take initiative on special projects and perform other duties as needed to support the evolving needs of the CDO, CSO, and broader Cymbiotika leadership team.

Qualifications

• The Executive Assistant candidate must possess the highest level of professionalism, confidentiality, poise, and presence.
• She/he must have strong skills in the areas of relationship building, communication, and partnering with other leaders' executive assistants, as well as with colleagues at all levels in the organization.
• Adept at managing multiple priorities.
• Comfortable with change and taking initiative.
• Possess strong emotional intelligence.
• Exceptional attention to detail and follow-through.
• High energy, positive outlook, remains calm in stressful, pressured situations; problem solving skills
• 3+ years of Executive Assistant experience in support of senior and/or C-Suite level executives in a highly matrixed and dynamic organization
• Experience coordinating in-person and virtual meetings for senior leadership
• Experience managing multiple tasks/projects and deadlines simultaneously with attention to detail and a commitment to confidentiality
• Experience and advanced proficiency using all key business components of Google Workspace, including Gmail, Google Docs, Google Drive, Google Calendar, and Google Meetings.
• Experience and advanced proficiency with Microsoft Office Outlook, Excel, PowerPoint, Word, Adobe Acrobat, DocuSign and other document management software tools..

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