Executive Assistant
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Job Description
Executive Assistant providing high-level support across multiple business entities. Managing executives' schedules and ensuring timely follow-up on tasks in a fast-paced environment.
Responsibilities:
- Provide high-level administrative and operational support across multiple business entities
- Manage complex calendars, including syncing and coordinating multiple calendars
- Implement and manage scheduling automation and scheduling assistant tools
- Support both professional and occasional personal tasks as needed
- Act as a trusted partner who can keep pace with rapid decision-making
- Attend meetings, take clear, structured notes, and capture decisions and action items
- Proactively follow up on tasks, deadlines, and commitments after meetings
- Track priorities and ensure nothing falls through the cracks
- Work confidently across a modern tech stack, including Microsoft Office Suite, Calendar and scheduling tools, HubSpot, OneNote, Adobe (for document handling and organization), Password vault tools
- Learn and support internal platforms (e.g., BrightCage, Ignite, Bloom Growth, EOS tools)
- Use AI tools such as ChatGPT and Gemini to improve efficiency, documentation, and analysis
- Support basic data analysis, reporting, and information synthesis
- Organize and maintain executive documentation and knowledge systems
- Ensure information is current, accurate, and accessible
- Handle sensitive information with absolute discretion
- Maintain strong security practices, including password management
- Operate with a high level of accountability — this role supports leaders who cannot afford execution failure
Requirements:
- Proven experience as a Executive Assistant or equivalent high-level support role
- Exceptional organizational and follow-through skills
- Ability to operate in a high-speed, low-detail environment
- Strong written and verbal communication skills
- Comfortable working independently and making judgment calls within scope
- Tech-savvy and confident learning new systems quickly
- Ability to take ownership and perform under pressure
- Experience supporting executives across multiple businesses or entities (Preferred)
- Familiarity with EOS, Bloom Growth, or similar operating systems (Preferred)
- Experience using CRM tools (HubSpot or similar) (Preferred)
- Comfort working with AI tools for productivity and analysis (Preferred)
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