Executive Operations Assistant

Overview
As the Executive Operations Assistant, you will play a critical role in ensuring that our executive team operates efficiently and effectively. This is not a typical 9-5 position; we are seeking someone who is willing to work 40-50 hours per week, with the expectation of additional time on Saturdays, one hour, for planning meetings and strategic alignment. In addition to performing traditional administrative duties, you will manage the administrative staff, coordinate cross-departmental tasks, and act as a key point of contact to keep all departments aligned with company priorities. Your focus will primarily be on leading and optimizing the administrative function, managing projects across departments, and improving operational workflows. You will manage and delegate day-to-day administrative tasks to the administrative team, allowing yourself to focus on high-level strategic priorities. This role requires someone who can juggle multiple responsibilities, prioritize effectively under tight deadlines, maintain a high level of confidentiality, has strong management and operations experience in a fast-paced environment and is ready to step into a position that bridges high-level executive support with operational leadership.

Key Responsibilities:

• Provide high-level administrative support to C-suite executives to drive key operational initiatives, ensuring alignment between strategic objectives and day-to-day execution.
• Manage and mentor the administrative assistant team, ensuring efficient task delegation, high performance, and clear communication across departments.
• Oversee day-to-day administrative tasks, delegating these to the team as appropriate.
• Coordinate and facilitate key initiatives and projects across various departments to ensure that deadlines are met and objectives are achieved.
• Develop and maintain systems to track and prioritize key company tasks and deadlines.
• Identify and implement improvements in workflows and processes that enhance the efficiency of the executive office and broader organization.
• Streamline administrative operations to eliminate bottlenecks and improve speed and accuracy.
• Handle sensitive and confidential information with discretion and professionalism.
• Act as a liaison between C-suite executives and internal/external stakeholders.
• Prepare, proofread, and edit proposals, contracts, reports, and other presentations as needed. Help manage, update records, and organize documentation.
• Prepare meeting agendas, take minutes, and follow up on action items to ensure accountability.
• Manage travel arrangements, expenses, and event coordination for senior leadership.
• Commit to 40-50 hours per week of work, with regular planning meetings held on Saturdays (for one hour), and the flexibility to adapt to a dynamic work schedule.
• Manage ad-hoc projects and requests from the C-suite.
• Note: This job description is not intended to be all-inclusive. The employee may be required to perform other related duties to meet the ongoing needs of the organization.

Requirements

• Proven experience as an Administrative Assistant or in a similar clerical role.
• Strong phone etiquette with excellent verbal communication skills.
• Proficient in Microsoft 365 suite, Google Suite applications (Docs, Sheets, Drive), and general computer literacy.
• Familiarity with QuickBooks is a plus but not mandatory.
• Exceptional organizational skills with the ability to manage multiple tasks simultaneously.
• Attention to detail and a strong commitment to maintaining accuracy in all work performed.
• Ability to work independently as well as collaboratively within a team environment.
• High school diploma or equivalent; additional qualifications in office management or administration are preferred.

Join us as we strive for excellence in our operations while supporting our team’s success!

Job Type: Full-time

Pay: $60,000.00 - $70,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person

Salary : $60,000 - $70,000