Executive Assistant

About the role

We are seeking an exceptionally organized, highly capable, and proactive Executive Assistant to provide comprehensive support to an executive overseeing four separate companies and multiple ongoing projects. This is not a traditional administrative assistant position. We need someone who can become the executive's organizational right hand—someone who anticipates needs, keeps priorities moving, follows up relentlessly, and brings structure to a fast-moving environment.

Key responsibilities

• Manage a complex executive calendar across four companies, including scheduling and coordinating internal and external meetings, business lunches, dinners, and conference calls
• Coordinate schedules with employees, executives, vendors, attorneys, business partners, and other contacts
• Confirm meetings and appointments and proactively address scheduling conflicts
• Assist with managing a high-volume executive inbox and identify and prioritize time-sensitive or important communications
• Draft and send professional emails on the executive's behalf when appropriate and track emails requiring responses or follow-up
• Maintain a centralized system for tracking projects across all four companies
• Turn conversations, meetings, and executive requests into clearly defined action items with assigned owners, deadlines, and next steps
• Track outstanding tasks and project milestones and follow up with team members to ensure deadlines are met
• Provide the executive with concise updates on project status and identify stalled projects or unresolved issues before they become problems
• Maintain organized project notes, documentation, timelines, task lists, follow-up lists, meeting notes, action items, deadlines, contact information, and company-specific files

About you

• Previous experience as an Executive Assistant, Senior Administrative Assistant, Executive Operations Coordinator, Project Coordinator, or similar role strongly preferred
• Experience directly supporting a business owner, CEO, entrepreneur, or senior executive preferred
• Demonstrated experience managing complex calendars and competing priorities
• Strong project-management and task-tracking abilities
• Excellent written and verbal communication skills
• Strong proficiency with Microsoft Office/Microsoft 365
• Ability to independently learn new technology and software
• Excellent organizational and time-management skills
• Strong professional judgment and problem-solving ability
• Ability to handle confidential information appropriately