Senior Executive Assistant

Senior Executive Assistant

High-level administrative and operational support for founders or executives in small to medium sized businesses with multiple departments or team leads where leadership meetings and strategic projects are involved

Primary Goal

Manage complex executive workflows and help run parts of the executive's operations.

Key Responsibilities

• Executive Operations: Manage complex scheduling across departments; Prioritize executive commitments; Coordinate executive initiatives and deadlines
• Project Coordination: Track progress of strategic projects; Follow up with teams on deliverables; Organize leadership meetings and offsites
• Executive Communication: Draft executive communications and presentations; Manage stakeholder correspondence; Liaise with senior leaders and partners
• Process & Workflow Management: Improve executive workflows; Implement productivity systems; Manage executive dashboards or reports
• Team Coordination: Oversee junior assistants (if applicable); Coordinate cross-department meetings
• Travel & Logistics: Book flights, hotels, and transportation; Prepare travel itineraries; Manage travel changes and logistics
• Administrative Support: Document preparation and formatting; Expense reports and reimbursements; Basic file and document management

Experience

2-3 years experience as Executive Assistant plus 2+ years as Senior Executive Assistant supporting executives, founders, or senior leadership in an Executive Assistant or similar administrative operations role.

Core Tools & Platforms (Required to have intermediate to advanced skills with at least one tool from each tool type)

• Collaboration: Google Workspace, Microsoft 365
• Communication: Slack, Zoom, Google Meet, Loom
• Scheduling: Calendly, Doodle, Acuity Scheduling
• Design: Canva or similar tools
• AI Productivity: ChatGPT, Gemini

Additional Tools (Nice to Have)

• Digital Transactions: DocuSign, PandaDoc, Dropbox Sign
• Expenses / Accounting: Expensify, QuickBooks
• Travel Management: TravelPerk, TripIt
• CRM: HubSpot, Salesforce, Zoho, Pipedrive
• Project Management: Monday, Trello, ClickUp, Notion, Asana, Smartsheet, Coda, Confluence