XTN-21BA498 | EXECUTIVE ASSISTANT

We are looking for a highly proactive and organized Personal Assistant (m/f/d) to provide direct executive support to the CEO of Gatti Services.
This role spans two core areas: calendar and schedule management to ensure the CEO's time is well-structured and protected, and open task & follow-up ownership to ensure nothing falls through the cracks across ongoing business activities, partnerships, and internal operations.
This is not a passive administrative role. The ideal candidate anticipates needs, initiates follow-ups without being asked, and manages the CEO's task pipeline with the same rigor a project manager would apply to a project backlog.

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Key Responsibilities
1. Calendar & Schedule Management (Primary Focus)
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Own and maintain the CEO's calendar across time zones (CET / PH / partner locations)
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Schedule, reschedule, and coordinate meetings with internal teams and external partners
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Prepare daily and weekly schedule overviews and flag conflicts proactively
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Protect focus time and ensure appropriate buffers between commitments
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Coordinate travel logistics, calls, and video conferences as needed

2. Open Task & Follow-Up Management (Primary Focus)
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Maintain a structured task list of all open CEO action items, commitments, and pending decisions
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Proactively follow up with internal team members and external counterparts on behalf of the CEO
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Track outstanding deliverables from partners, suppliers, and service providers
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Flag aging items and escalate when deadlines are at risk
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Ensure the CEO is briefed on open items before relevant meetings or deadlines
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Maintain follow-up logs and status updates in agreed tools (Jira, Basecamp, Outline)
3. Communication & Coordination Support
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Draft and send follow-up emails, Slack messages, or summaries on behalf of the CEO
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Liaise between the CEO and team members to clarify priorities and relay instructions
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Prepare meeting notes and action item lists after key calls or discussions
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Manage incoming requests and triage them by urgency and importance
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Support preparation of briefing documents, agendas, and presentation outlines
4. Light Administrative Tasks (Secondary Focus)
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Handle document organization and file management in shared drives
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Support onboarding logistics for new hires or contractors
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Assist with expense tracking or invoice follow-up as needed
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Coordinate occasional ad-hoc research tasks or vendor outreach

Your Profile
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Early-career candidates welcome — prior experience as a Personal or Executive Assistant is a plus but not required; we are open to training the right person from the ground up
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Exceptional organizational skills and ability to manage multiple priorities simultaneously
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Strong written English communication skills — capable of drafting professional messages independently
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Comfortable working with tools such as Microsoft 365 (Outlook, Teams, SharePoint), Jira, Basecamp, and Slack
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Ability to follow up persistently and professionally without needing reminders
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Discretion and professionalism when handling confidential business information
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Eager to learn and grow — coachable, open to feedback, and motivated to develop professionally within the role

Familiarity with international business environments and cross-timezone coordination is a plus
Ideal Candidate Traits
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Proactive — acts before being asked, owns the follow-up cycle end-to-end
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Structured — maintains clean, reliable tracking systems for tasks and schedules
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Persistent but polished — follows up repeatedly without being pushy
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Detail-oriented — notices gaps, inconsistencies, and missing information
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Trustworthy — handles sensitive business matters with discretion
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Growth mindset — sees this role as a career opportunity, not just a job; eager to take on increasing responsibility over time
Gatti Services