About the Role
Laidon is looking for a sharp, highly organized Assistant to CEO. Reporting directly to our US-based Chief Executive Officer, this position focuses on operational execution, sales and accounting coordination.
The ideal candidate has strong English communication skills, exceptional attention to detail, and the ability to work independently in a fast-paced software environment
Key Responsibilities
Executive Support
Serve as a liaison between the CEO and internal/external stakeholders, facilitating effective communication and information flow across global time zones.
Coordinate and prepare materials for meetings, conferences, and presentations accurately, professionally, and on deadline.
Draft, proofread, and edit memos, correspondence, and reports in professional English, maintaining consistency and clarity.
Handle incoming and outgoing correspondence, including emails and letters, and respond promptly on behalf of the CEO when needed.
Perform other tasks and projects as assigned by the CEO.
Sales Support
Act as the main link between the CEO and the sales team to track updates, organize data, and prepare reports.
Keep the CRM system up to date and ensure records are accurate and organized.
Prepare sales documents, including quotes, proposals, contracts, and presentations.
Track the sales pipeline and create weekly activity reports for the CEO.
Follow up with prospects and customers regarding scheduling, pending documents, and outstanding items.
Handle customer onboarding paperwork and track contract renewals.
Review travel expenses for the sales team and secure the necessary approvals.
Accounting Support
Issue customer invoices, track accounts receivable, and follow up directly on late payments.
Process vendor bills, software subscriptions, and employee expense reports.
Reconcile bank and credit card transactions using accounting software (e.g., QuickBooks).
Work with the accounting team to gather timesheets and prepare data for monthly client billing.
Maintain organized and secure digital files for contracts, receipts, and financial documents.
Prepare monthly financial summaries and support the external accountant during month-end and year-end closing.
Compliance support
Assist in planning and conducting internal audits, monitoring corrective actions, identifying process improvement opportunities, and supporting management systems compliance.
Contribute to maintaining and improving the effectiveness of the organization's Integrated Management System (IMS), including ISO 27001, SOC2, and other compliance programs.
Key Requirements
2+ years of experience as an Executive Assistant or in a similar role supporting C-level executives.
Fluent written and spoken English is a must, as the role involves daily communication with the US-based CEO and diverse team members across different regions.
Exceptional attention to detail and accuracy when handling data, documents, and confidential financial information.
The ability to proactively follow up, keep tasks moving, and ensure nothing falls through the cracks.
Basic knowledge of invoicing or timesheet tracking, plus hands-on experience with CRM systems for sales tracking or pipeline management.
Excellent organizational and problem-solving skills, with a proactive approach to prioritizing tasks in a fast-paced environment.
Proficiency in Microsoft Office and Google Workspace, particularly Excel or Google Sheets.
Experience in audit reports and communicate findings to management is a plus.
Experience in verifying effectiveness of corrective actions is a plus.
Ability to work reliably on either the 6:00 AM - 3:00 PM or 7:00 AM - 4:00 PM schedule to support the US-based CEO and accommodate US time-zone requirements.
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