Executive Assistant

About the Job

The Executive Assistant acts as a strategic right-hand partner, maximizing leadership productivity through complex calendar management, critical communication oversight, and high-level administrative support.

Given the dynamic nature of the executive landscape, flexibility and consistency are essential for maintaining the confidentiality of high-level systems and operations.

Job Description

• Coordinate complex scheduling and calendar management. Guard the CEO's time by prioritizing meetings, resolving scheduling conflicts, and aligning their daily activities with long-term company objectives.
• Monitor the CEO's inbox, draft emails on their behalf, field phone calls, and serve as the primary liaison between the CEO, its employees, and clients.
• Plan complex domestic and international travel itineraries, secure accommodations, process expense reports, and organize executive meetings or board retreats.
• Review and summarize reports, conduct research, and prepare briefing packets, presentations, and agendas before the CEO’s key meetings.
• Track action items following leadership meetings, coordinate cross-functional projects, and ensure the CEO is prepared for upcoming deadlines and strategic initiatives.

Job Requirements

• Bachelor’s degree required; degree in Office Administration or a related field preferred.
• Minimum of 5 years of administrative experience reporting directly to upper management.
• Demonstrated experience reporting to US-based executives is required.
• Exceptional emotional intelligence, impeccable written and verbal communication, and the ability to exercise sound judgment under pressure.
• Excellent organizational and time management skills.
• Client relationship management experience.
• Ability to work under tight deadlines.
• Flexible team player, willing to adapt to changes and unafraid of challenges.
• Ability to communicate with various positions, departments, clients, and board members to ensure instruction alignment is successful.
• Ability to maintain confidentiality of information related to the company and its employees.
• Advanced knowledge of office software (e.g., Microsoft 365, Google Workspace, Slack, Zoom) and virtual board management portals.
• Ability to work a flexible, shifting schedule aligned with US time zones.
• Willingness to travel as needed; possession of a valid U.S. visa or passport is an asset.