We are looking for a highly organized, proactive, and reliable
Executive Assistant (EA) to provide high-level administrative and operational support to the executive team.
The ideal candidate is someone who can manage competing priorities, stay ahead of deadlines, communicate professionally, and handle confidential information with discretion. This role requires strong attention to detail, excellent communication skills, and the ability to work independently in a fast-paced environment.
You will act as a key support partner to the executive, helping manage their schedule, communications, meetings, administrative tasks, and day-to-day priorities.
Key Responsibilities
Executive Support
- Manage and maintain the executive's calendar, appointments, and meetings.
- Coordinate internal and external meetings, including scheduling and calendar invitations.
- Prepare meeting agendas, notes, and follow-up action items when required.
- Monitor deadlines, commitments, and important tasks to ensure timely completion.
- Help organize the executive's daily and weekly priorities.
- Conduct research and prepare information or summaries as requested.
- Assist with presentations, reports, documents, and other executive materials.
Communication & Correspondence
- Manage emails, messages, and other correspondence on behalf of the executive when required.
- Draft, proofread, and organize professional communications.
- Ensure important communications are followed up on promptly.
- Coordinate communication between the executive and internal teams, clients, partners, and other stakeholders.
- Maintain professionalism and confidentiality when handling sensitive information.
Administrative & Operational Support
- Organize and maintain digital files, records, and documents.
- Assist with expense tracking, invoices, reports, and other administrative tasks.
- Coordinate travel arrangements, itineraries, accommodations, and meetings when required.
- Support project coordination and follow up with team members on assigned tasks.
- Maintain task lists and trackers to ensure projects remain on schedule.
- Assist with other administrative and operational responsibilities as needed.
Requirements
- 3+ years of experience as an Executive Assistant, Personal Assistant, Administrative Assistant, or similar role.
- Excellent written and verbal English communication skills.
- Strong organizational and time-management skills.
- Exceptional attention to detail.
- Ability to manage multiple priorities and deadlines simultaneously.
- Strong follow-up and task-management skills.
- Proactive approach with the ability to anticipate the executive's needs.
- Strong problem-solving and decision-making skills.
- High level of professionalism and discretion.
- Ability to work independently with minimal supervision.
- Comfortable working remotely and collaborating with an international team.
- Strong proficiency with Google Workspace or Microsoft Office.
Preferred Qualifications
- Previous experience supporting C-level executives, founders, or senior leaders.
- Experience working in a fast-paced startup or growing company.
- Experience with project management and productivity tools such as Asana, ClickUp, Monday.com, Notion, Slack, or similar platforms.
- Familiarity with CRM systems and business operations.
- Experience coordinating meetings across different time zones.
- Strong research and information-gathering skills.
Key Skills
- Executive & calendar management
- Email and communication management
- Organization and prioritization
- Project coordination
- Time management
- Research and reporting
- Meeting coordination
- Problem-solving
- Confidentiality and discretion
- Written communication
- Attention to detail
- Proactive follow-through
What We're Looking For
We're Looking For Someone Who Is
Proactive – You don't wait to be told what needs to be done; you anticipate needs and take initiative.
Highly Organized – You can manage calendars, tasks, documents, and deadlines without losing track of details.
Reliable – You follow through on commitments and make sure nothing falls through the cracks.
Professional – You communicate confidently and appropriately with executives, clients, and stakeholders.
Resourceful – You are comfortable researching, troubleshooting, and finding solutions independently.
Discreet & Trustworthy – You understand the importance of handling confidential business and personal information responsibly.
Adaptable – You can quickly adjust to changing priorities and support the executive in a fast-moving environment.
