Executive Secretary

About This Role

At Contegris, we’re on a mission to lead the Software as a Service (SaaS) industry with innovation, efficiency, and customer-first solutions. We’re seeking an Executive Secretary to support our CEO in managing the fast-paced, dynamic environment of a growing SaaS company. This role is crucial in ensuring the CEO’s time is maximized, providing support in administrative, strategic, and operational tasks.

This is not about being just a gatekeeper or managing calendars. It’s about understanding the pulse of the business, anticipating the CEO’s needs, and acting as a bridge between internal teams, clients, and external stakeholders.

What This Role Does

• Support the CEO: Manage the CEO’s schedule, ensuring the most critical meetings and tasks are prioritized to maximize impact.
• Communication Hub: Act as the main point of contact between the CEO and internal/external stakeholders, ensuring communication is seamless, professional, and timely.
• Strategic Assistance: Collaborate with the executive team to prepare for meetings, track progress on strategic initiatives, and ensure key deliverables are met.
• Project Management: Help drive operational efficiency by assisting in the execution of various projects across different departments, ensuring deadlines and goals are met.
• Information Synthesis: Gather, compile, and present relevant information to assist the CEO in making informed decisions quickly.
• Document Management: Draft, edit, and manage both internal and external correspondence on behalf of the CEO, ensuring high-quality and error-free documentation.
• Event Coordination: Assist in organizing key internal and external events, from board meetings to conferences, ensuring logistics and details are perfectly executed.
• Travel Management: Organize travel and accommodation for the CEO, ensuring efficiency and cost-effectiveness.
• Confidentiality: Maintain discretion in handling sensitive information, acting as a trusted advisor in matters of importance to the company.
  
  
  

Who This Is For

• You have 3-5 years’ experience supporting C-suite executives, ideally in a software / tech industry, and fast-paced environment.
• You understand the complexities of working in a global, technology-driven business and can keep up with the pace.
• You are a problem-solver, capable of thinking ahead and anticipating needs without being prompted.
• You’re incredibly organized, detail-oriented, and can juggle multiple priorities at once while maintaining calm under pressure.
• You have excellent communication skills both written and verbal and can draft professional emails, reports, and presentations with ease.
• You’re proactive, not reactive always thinking two steps ahead to ensure smooth operations.
• You can manage confidential information with integrity and discretion.
• You’re not afraid of a fast-moving environment and thrive on change, continuously adapting to new challenges.
  
  
  

What Won't Work

• Administrative professionals who are just comfortable with basic office duties and are not looking to engage in strategic thinking.
• Individuals who are uncomfortable with ambiguity or rapid changes in priorities.
• Those who do not thrive in high-pressure situations or are unwilling to take initiative.
• People who shy away from responsibility or need constant supervision.