Executive Assistant

Job Summary:

The Executive Assistant serves as a key partner to the COO and CEO, ensuring smooth and efficient day-to-day operations. This role requires a highly organized, detail-oriented individual with excellent communication and problem-solving skills. Responsibilities include managing complex schedules, handling administrative tasks, supporting project coordination, planning events, and facilitating effective communication across teams. The ideal candidate will be proactive, flexible, and able to anticipate the needs of leadership. A reliable vehicle is required for errands, and availability on weekends and for after-hours events is essential to support both the COO and broader company initiatives.

Key Responsibilities:

• Provide high-level administrative support to the COO and CEO, including calendar management, scheduling meetings, and handling travel arrangements. This includes anticipating their needs, ensuring meetings run smoothly, and organizing trips and itineraries.
• Act as a liaison between the executive team and internal/external vendors and contacts, ensuring effective communication and follow-up on action items. Build and maintain relationships to ensure efficient and timely communication.
• Prepare and organize documents, presentations, and reports for meetings and events, ensuring that all materials are well-organized and ready in advance.
• Coordinate and help manage team events, meetings, and conferences, including logistics, materials, and attendee coordination. Provide full event support from conceptualization to execution.
• Support the tracking and management of various projects, ensuring deadlines are met. Assist in prioritizing tasks to ensure the team stays on track with both short-term and long-term projects.
• Handle confidential information with discretion and professionalism. Serve as a trusted partner in managing sensitive matters related to both personal and professional projects.
• Assist in the preparation of budgets and expense reports, ensuring accurate tracking of company resources.
• Provide support for team-building activities and other company events. Help to coordinate these initiatives to foster a collaborative work environment.
• Personal assistant duties such as running errands, arranging personal appointments for the executives, and assisting with day-to-day personal needs, creating a balanced workload for the executive team.
• Perform other duties as required to support the executive leadership and the organization’s goals.

Qualifications:

• Proven experience as an Executive Assistant or in a similar role.
• Excellent organizational and multitasking abilities.
• Strong verbal and written communication skills.
• High level of professionalism and the ability to manage sensitive information.
• Proficiency with Google Workspace.
• Ability to work effectively in a fast-paced, dynamic environment.
• Bachelor’s degree or equivalent experience preferred.

Work Environment:

This position may require occasional travel or after-hours work depending on the needs of the executive team.