Executive Assistant

We are seeking a motivated, detail-oriented Executive Assistant to support two leaders in the company. This role requires a self-starter who anticipates needs, takes ownership of tasks, and manages diverse responsibilities. Reporting to the Chief of Staff, the Executive Assistant works closely with leadership to ensure their priorities are met.

RESPONSIBILITIES

Protect and Prioritize Access:

• Serve as a trusted liaison for the leaders, managing and prioritizing communication.
• Manage and coordinate weekly requests to meet with the leaders, including understanding which meetings to prioritize and which ones can be politely pushed.
• Interact with those wanting to schedule meetings with the leaders to ensure a written agenda, objectives, and “stimulus” for which each can respond.

Calendar and Meeting Management:

• Schedule and coordinate meetings, including preparing agendas and materials.
• Ensure meetings are planned with all necessary details and follow-ups.

Proactive Support:

• Plan and manage travel logistics, ensuring all details are accounted for (e.g., accommodations, transportation, and contingencies) and align with the travel preferences of both.
• Anticipate and address the leaders’ needs before they arise.

Operational Support:

• Assist with internal operations and initiatives as directed by the Chief of Staff.
• Support budgets, invoices, and other administrative tasks.
• Collect, organize, and itemize receipts. Align receipts with expenses.
• Draft memos and reports as required.
• Track project progress, maintain to-do lists, and ensure follow-through on key initiatives.

Event and Meeting Representation:

• Host in-person events, ensuring all logistics and details are managed effectively.
• Attend meetings and conferences on behalf of the Managing Director, taking detailed notes and ensuring action items are documented and addressed.

Professionalism and Ownership:

• Handle tasks independently, troubleshooting and resolving issues as needed.
• Exhibit sound judgment and discretion with sensitive information.

QUALIFICATIONS

Adaptability and Flexibility:

• Eagerly seeks and applies feedback.
• Smart communicator both verbally and in writing.
• Thrives in a fast-paced environment with changing priorities.
• Balances high-level professional and assistant-level tasks effectively.

Education and Experience:

• Bachelor’s degree preferred, but wisdom, smarts, and experience much more important than a diploma.
• Proven experience as an Executive Assistant or similar role supporting senior executives.

Skills and Attributes:

• Proactive problem-solver with strong organizational skills.
• Exceptional attention to detail and ability to anticipate needs.
• Project management and prioritization.

Technical Proficiency:

• Proficient in Microsoft Office Suite – particularly Outlook