What are the responsibilities and job description for the Executive Assistant to CEO position at Innodata Inc?
Executive Administrative Partner to the CEO
Location: Ridgefield Park, NJ (Onsite, 5 days/week)
About Us:
We are a rapidly growing data engineering company at the forefront of the Generative AI revolution. Our innovative services are trusted by the world's biggest tech companies to solve their most complex data challenges. As a fast-paced, high-growth firm, we are seeking a strategic partner to help manage the dynamic life of our CEO.
The Role:
The Executive Administrative Partner will serve as a key business and personal confidant to the CEO, acting as an extension of their decision-making and vision. This is far more than a support role; you will be deeply integrated into the CEO's day-to-day work, anticipating needs, managing high-value projects, and ensuring the seamless operation of both professional and personal life. The successful candidate will be the CEO's eyes and ears, demonstrating impeccable judgment, a polished demeanor, and a sharp, analytical mind.
Gatekeeps inbound email; manages to-do list; ensures that time is spent on the highest-priority work and that no balls get dropped; actions early preparation for upcoming meetings and ensures that CEO is adequately prepared for meetings through briefings/travel packs; runs the operating cadence of the office and CEO rhythms (QBRs, board pre-reads, advisory board coordination, etc.); coordinates cross-functionally for key moments (earnings, board meetings, annual meeting); provides light‑weight PMO discipline for CEO‑level priorities; actions inbound investor calls; undertakes small and medium-size projects and cross-functional initiatives (e.g., M&A integration workstreams, CEO staff offsites, ops redesign); partners with CEO in re-design of office motions, including use of tech platforms, email triage/escalation; to-do list management and daily/weekly planning; captures follow-ups required from notes.
Key Responsibilities:
Strategic Project Management: Take ownership of special, high-value, and sensitive ad-hoc projects, managing them from conception to completion.
Shareholder Relations: Act as a primary liaison with shareholders and investors. Assist in preparing materials for quarterly board meetings, earnings calls, and investor communications, ensuring accuracy and professionalism.
Gatekeeping and Communication: Skillfully manage the flow of information to and from the CEO, acting as a trusted filter for internal and external inquiries. Draft, edit, and proofread high-stakes correspondence, presentations, and other communications.
Life Management & Logistics: Expertly manage the CEO’s complex and often shifting calendar, travel, and priorities—including domestic and international travel, event logistics, and occasional personal tasks.
Proactive Problem-Solving: Anticipate challenges and proactively develop solutions to maximize the CEO's time and effectiveness. Identify and implement new systems or processes to improve organizational efficiency.
Information Analysis: Demonstrate an analytical mindset by digesting and synthesizing complex information to help prepare the CEO for meetings and critical decisions.
Discretion and Professionalism: Handle highly confidential and sensitive information with the utmost integrity and discretion. Maintain a polished and professional presence that reflects positively on the company at all times.
Travel: Be available for and comfortable with traveling alongside the CEO as needed to provide on-site support for meetings, events, and other business needs.
Qualifications:
Proven experience in a senior administrative or business support role, preferably with experience supporting a C-level executive.
A polished and professional demeanor with exceptional written and verbal communication skills.
A strong analytical and logical approach to problem-solving, with high attention to detail.
Experience liaising with high-level stakeholders, including board members and shareholders.
A proactive, resourceful, and tenacious attitude. You thrive in a fast-paced, dynamic environment.
Exceptional organizational, time-management, and multitasking abilities.
Proficiency with modern technology stacks and communication platforms (e.g., Google Workspace, Slack, etc.).
Must be able to maintain a regular, onsite presence in our Ridgefield Park, NJ office.
Flexibility to be available during evenings and weekends to address urgent matters.
Additional notes:
The role requires problem-solving; extreme attention to detail; high organization skills. Office characterized by complex needs, heavy volume, and significant diversity of projects and tasks.
You will need to be support-minded, adaptable, have exceptional communication skills, excel at relationship building and collaboration, and be proactive and resourceful in execution.
Underlying administrative tasks will include:
Coordinate both domestic and international travel arrangements
Reactive and proactive scheduling
Internal and external meetings coordination
Prepare expense reports and purchase requisitions
Provide support to other executive team members
We are an equal opportunity employer committed to fostering an inclusive, respectful, and diverse workplace. We welcome and encourage applications from individuals of all backgrounds and are dedicated to employment equity and building a team that reflects the diverse communities in which we live and operate.
Please be aware of recruitment scams involving individuals or organizations falsely claiming to represent employers. Innodata will never ask for payment, banking details, or sensitive personal information during the application process. To learn more on how to recognize job scams, please visit the Federal Trade Commission’s guide at https://consumer.ftc.gov/articles/job-scams.
If you believe you’ve been targeted by a recruitment scam, please report it to Innodata at verifyjoboffer@innodata.com and consider reporting it to the FTC at ReportFraud.ftc.gov.
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