At Spearhead Systems, we deliver professional IT services that empower people and companies to focus on what matters most—their business. From spearhead.cloud, our high-performance managed cloud platform, to our monitoring and observability expertise, we’re passionate about building and running reliable, efficient IT systems.
We are now looking for an Executive Assistant to work directly with top management. This is not a traditional assistant role—this is a high-impact position for someone who thrives on clarity, speed, and accountability.
Responsibilities
- Maintain a running action log—track who owns what, follow-up until resolution, and close the loop independently.
- Responsible for managing a busy diary with many conflicting priorities – able to resolve clashes swiftly and troubleshoot or escalate where needed
- Working collaboratively with management and the broader team to make best use of time, always ensuring it aligns with key priorities and objectives.
- Developing a good understanding of business priorities, in order to support in setting agendas for weekly management meetings, taking minutes and actions at key meetings and ensuring follow up
- Proactively assisting with document creation and maintenance
- Manage the inbox, calendar, GTD tasks, all projects and all commitments.
Examples: categorize requests, flag high‑priority items, draft responses pending management review, ensure follow‑through.
Examples: Triage managers inbox—categorize, prioritize, draft responses, and ensure all threads are resolved.
Regularly surface potential conflicts and opportunities—suggest time-management improvements before they become issues.
- Regularly review upcoming deadlines and commitments; proactively raise scheduling conflicts and propose prioritized solutions.
- Drafting variety of business communications on behalf of management
- Supporting with a wide variety of internal and external events
- Read and interpret reports or situations and present it
- Answer phones, call on behalf of the management team
- Take care of basic accounting and bookkeeping
- Facilitating communication and coordination between internal and external parties, including networking, key stakeholders, and clients
- Coordinating travel, hotels
- Performing various ad hoc tasks as needed, which may include some personal responsibilities inherent the the managers role
Required Qualifications
- Ideally 3+ years of experience in a similar position
- A proactive organizer who identifies issues early and resolves them—“I see, I fix” minds
- Proven track record of independently closing tasks end-to-end across people and projects.
- Superior written and verbal communication, comfortable with drafting high-quality business correspondence
- Tech Savvy with Excellent MS Outlook/Word/PowerPoint/SharePoint skills
- Demonstrated ability to track and close tasks autonomously.
- Highly organized and systematic
- Collaborative, persuasive
- Forward thinking - Able to troubleshoot issues before they become problematic, and proactively anticipate priorities
- Ability to exercise discreetness around sensitive and business issues, hold important data as highly confidential
- Demonstrates exceptional ability to work efficiently and effectively in a fast-paced environment, with superb attention to detail and proficiency in multitasking
- Patient, tenacious and flexible, with a calm and "unflappable" nature
- Self starter who takes initiative and is solution driven and able to think quickly
- "No task too small" attitude, happy to get stuck in and get things done
- Resilient - keeps going when the going gets tough, remains optimistic in the face of challenges
- Strong multi-tasking skills
- Advanced English skills (reading, writing and speaking)
Nice to have
- Go getter attitude with a strategic mindset/thinking
- Strong analytical skills
- Experience in a similar company (IT Services, Cloud Computing)
Essential skills for an Executive Assistant
Empathy
People in this role should genuinely want to help other people. That desire begins with empathy: willingness to understand another persons experience and see it thorough their eyes.
Strong communicator
This job is about communicating with other people. EA needs to communicate well both verbally and in writing. Communication is about listening, then clearly articulating ideas and information in an authentic way.
Internet Savvy
The internet and mobile computing provide us with more ways than ever to communicate with each other. We refer to these as channels, and we often provide customer service simultaneously on many different channels.
Growth mindset
Products, technology, and policies will change over time, and our CSR will need to change with them. We look for people who have demonstrated a drive for learning and growing.
Master of Simplicity
When a customer makes the effort to reach out and ask for help, it’s the CSR’s job to quickly assess the problem, sort it all out, and then present the customer with the simplest answer possible.
Perseverance
Our colleagues need to have the ability to resolve issues by challenging themselves, spending time researching a case or file, and being able to stay focused on long-term goals. People who persevere show steadfastness in doing something despite how hard it is or how long it takes to reach the goal.
What's great in the job?
- Great team of smart people, in a friendly and open culture
- We work as a start-up and encourage entrepreneurship: you've got an idea, let's work on it
- We use really cool tools from our custom ERP, to our monitoring systems and everything in-between
- Our services are unique and the market is noticing: we do not just follow the market, we try to create our own niches
- Real responsibilities and challenges in a fast evolving company
What we offer
Our success depends on the effort of individual employees and at Spearhead you can see your impact immediately. You can make a real contribution to the success of the company.
Perks
Attractive salary package.
Meal Tickets, Medical Insurance, Office Events.
Trainings
Opportunities to grow and learn top technologies.
Opportunity to build a purposeful career in the delivery of essential IT services and products, to a global market.
Quiet Office Space
Quiet location surrounded by greenery and trees, easily accessible via public transport.
Eat & Drink
Fruit, coffee and snacks provided.
We have the world best coffee!
