Executive Assistant
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Job Description
Executive Assistant supporting 2–3 U.S.-based executives at a technology and managed services company. Managing calendars, communications, travel, operations, and AI-powered productivity workflows.
Responsibilities:
- Support 2–3 C-Level Executives as a trusted operational partner
- Manage executive inboxes and maintain Inbox Zero whenever possible
- Prioritize, organize, and draft email responses on behalf of executives
- Coordinate calendars, meetings, and scheduling across multiple time zones
- Prepare meeting agendas, supporting materials, and pre-meeting briefings
- Take meeting notes and provide concise action-item summaries
- Track follow-ups, commitments, and deadlines
- Manage executive contacts and professional relationships
- Organize digital files, documents, and records
- Coordinate domestic and international travel arrangements
- Book flights, hotels, ground transportation, and reservations
- Create detailed travel itineraries
- Manage expense tracking and reimbursement submissions
- Conduct research and prepare reports, presentations, and documentation
- Assist with CRM updates and sales pipeline management
- Coordinate vendor sourcing, negotiations, and vendor communications
- Support invoicing, collections, and accounts receivable follow-ups
- Assist with recruiting activities, including candidate sourcing, interview scheduling, and applicant communications
- Coordinate onboarding processes for new hires
- Develop and maintain Standard Operating Procedures (SOPs)
- Track projects, deadlines, and deliverables across multiple stakeholders
- Coordinate communications between departments and external partners
- Monitor action items and ensure timely completion
- Draft professional correspondence and executive communications
- Utilize AI tools for proofreading, editing, and content enhancement
- Assist with social media scheduling and content coordination
- Support podcast production logistics and content workflows
- Assist with investor updates, executive presentations, and board meeting preparation
- Configure and manage basic Microsoft Copilot workflows
- Implement AI-assisted productivity solutions for email management, document creation, meeting preparation, and task tracking
- Identify opportunities to improve executive workflows through automation and AI tools
Requirements:
- Bachelor's Degree preferred but not required
- Minimum 3+ years of Executive Assistant, Operations Coordinator, Chief of Staff, Administrative Manager, or similar experience supporting senior leadership
- Strong written and verbal English communication skills
- Exceptional organizational and time management abilities
- Advanced proficiency with Microsoft 365, Outlook, Teams, Word, Excel, PowerPoint, and SharePoint
- Experience managing executive calendars and inboxes
- Experience coordinating domestic and international travel
- Ability to handle confidential information with discretion and professionalism
- Comfort using AI-powered productivity tools and independently learning emerging technologies
- Preferred experience with Microsoft Copilot, ChatGPT, AI-powered note-taking tools, workflow automation platforms, calendaring and scheduling tools, and CRM systems
- Strong understanding of configuring and utilizing Microsoft Copilot for mailbox management, scheduling, drafting communications, meeting preparation, and administrative workflows highly preferred
- Experience supporting multiple executives simultaneously preferred
- Experience working with U.S.-based companies preferred
- Experience in technology, managed services, consulting, hospitality, or professional services industries preferred
- Familiarity with Monday.com, ClickUp, Asana, Trello, or Microsoft Planner preferred
- Experience with Salesforce, HubSpot, ConnectWise, or Microsoft Dynamics preferred
- Ability to work U.S. business hours when required
- Highly proactive and self-directed
- Excellent judgment and decision-making abilities
- Strong attention to detail
- Ability to anticipate executive needs before being asked
- Comfortable managing competing priorities
- Able to communicate confidently with executives, clients, vendors, and partners
- Tech-savvy and excited about leveraging AI to improve efficiency
- Resourceful, dependable, and solutions-oriented
Benefits:
- 100% remote position
- Dedicated home office workspace requirement
- Reliable high-speed internet connection
- Backup internet solution preferred
- Quality headset and webcam
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