Executive Assistant
Job Type: Full-Time
Work Hours: Monday to Friday, 9:00 AM to 5:30 PM Central Time, with a 30-minute break
Salary: $1,600 per month
Job Overview:
We are seeking a highly organized and proactive Executive Assistant to provide high-level administrative and coordination support to the CEO and senior leaders. The ideal candidate will be experienced in managing complex calendars, coordinating meetings and travel, preparing executive materials, and tracking priorities and action items through completion. This role requires excellent communication, strong attention to detail, sound judgment, and the ability to anticipate executive needs while handling confidential information with professionalism. The Executive Assistant will also support executive communications, reporting, document management, and coordination with internal and external stakeholders.
Key Responsibilities:
- Executive Calendar, Meetings & Travel
- Manage complex executive calendars, recurring meetings, priorities, and scheduling conflicts across time zones.
- Prepare agendas, pre-reads, meeting materials, and weekly executive priority lists.
- Take or review meeting notes; document decisions, owners, deadlines, and unresolved follow-up items.
- Coordinate executive site and community visits, leadership meeting agendas, and travel itineraries; maintain executive travel preferences.
- Coordinate quarterly business review and board, owner, or investor materials when applicable.
- Executive Follow-Through & Communications
- Track executive commitments, major initiatives, transitions, owner requests, and other time-sensitive priorities.
- Follow up with leaders on open action items and escalate overdue or at-risk matters appropriately.
- Draft, format, and proofread executive emails, announcements, thank-you notes, recognition notes, condolence notes, and other high-touch communications.
- Create concise executive summaries, dashboards, and status updates for leadership review.
- Confidential Records & Executive Administration
- Maintain confidential executive files, sensitive correspondence, organizational charts, templates, and executive contact lists.
- Establish clear file-naming conventions and organize executive records for efficient retrieval.
- Route contracts and other documents for leadership review and signature, while maintaining appropriate confidentiality.
- Support policy, leadership roster, and organizational information updates assigned by the executive team.
Qualifications:
- Three or more years of experience supporting executives or senior leaders in a remote or fast-paced environment.
- Strong calendar, meeting, travel, document-management, and written communication experience.
- Advanced proficiency with Microsoft 365 or Google Workspace; experience with SharePoint, Teams, Zoom, and project-tracking tools is preferred.
- Demonstrated discretion when handling confidential, legal, personnel, or business information.
- Excellent written and spoken English; strong attention to detail and professional judgment.
Core Competencies:
- Executive presence and discretion.
- Exceptional organization, prioritization, and follow-through.
- Clear written communication and strong proofreading skills.
- Ability to anticipate needs, work independently, and manage shifting priorities.
- Comfort coordinating with leaders, owners, community teams, and external stakeholders.
Success Measures :
- Executive calendars and meeting materials are accurate and prepared on time.
- Action items and executive commitments are consistently tracked and followed through.
- Leaders receive timely visibility into overdue, high-risk, or unresolved matters.
- Confidential files and communications are organized, accurate, and appropriately protected.
Role Scope:This role coordinates, tracks, prepares, and escalates. Final legal, employment, financial, and operational decisions remain with authorized leadership.
Note: An NBI or police clearance will be required upon acceptance of the job offer.Executive Assistant
