The Role
We're seeking an Executive Assistant. This role is designed for a highly organized, proactive, and detail-oriented professional who thrives in a fast-paced environment and enjoys supporting executive leadership.
You'll play a key role in managing day-to-day priorities, communications, scheduling, travel coordination, and special projects while serving as a trusted partner to the executive and helping create efficiency across the organization.
Requirements
- Education: Bachelor's degree in Business Administration, Communications, Management, or a related field preferred.
- Experience: 2–5 years of experience supporting executives, business owners, or senior leaders.
- Skills:
- Exceptional organizational and time management skills.
- Proficient in English, both written and verbal.
- Strong written and verbal English communication skills.
- High attention to detail and follow-through.
- Ability to prioritize competing demands and work independently.
- Proficiency with Microsoft Office, Google Workspace, AI productivity tools, and common business applications.
- Comfortable handling confidential information with discretion.
- Strong problem-solving skills and proactive mindset.
- Characteristics:
- Highly proactive.
- Resourceful and dependable.
- Professional and polished.
- Detail-oriented.
- Strong sense of ownership.
- Excellent communicator.
- Able to anticipate needs before they arise.
- Interested in building a long-term career and becoming an invaluable resource to the executive and organization.
Responsibilities
Executive Support
- Manage and optimize the executive's calendar and scheduling.
- Coordinate internal and external meetings.
- Prepare agendas, meeting materials, and follow-up documentation.
- Ensure all meetings are properly scheduled, confirmed, and supported.
Travel & Logistics
- Coordinate business travel arrangements. 4-6 Trips per year.
- Manage flights, hotels, ground transportation, and itineraries.
- Prepare detailed travel schedules and supporting documentation.
Project Coordination
- Track ongoing projects, initiatives, and deadlines.
- Utilize AI and project management tools to improve visibility, accountability, and tracking of key projects and initiatives.
- Follow up with internal and external stakeholders on action items.
- Maintain project status updates and accountability systems.
- Ensure commitments and deliverables are completed on time.
Research & Reporting
- Conduct research on business topics, vendors, markets, and opportunities.
- Utilize AI and productivity tools to efficiently gather information, organize findings, and prepare concise summaries and reports.
- Prepare presentations, spreadsheets, documents, and meeting materials.
Communication Support
- Serve as an assistant for coordination between vendors, partners, team members, and other stakeholders. Using email, messaging, and sometimes phone calls. Not client facing.
- Leverage AI tools to assist with drafting communications, meeting summaries, and action-item tracking.
- Facilitate communication and ensure timely follow-up.
- Maintain professionalism and confidentiality in all interactions.
Administrative Support
- Assist in organizing and maintain digital files, documents, and records.
- Assist with special projects and administrative initiatives as assigned.
- Identify opportunities to streamline workflows and automate routine administrative tasks using approved AI and productivity tools.
Success Metrics
Success In This Role Will Include
- Calendar remains optimized with no scheduling conflicts.
- Meetings are properly prepared, coordinated, and followed up.
- Projects move forward without missed deadlines.
- Follow-ups are completed consistently.
- Digital files and systems remain organized and accessible.
- The executive gains meaningful time back to focus on strategic priorities.
