Job Summary

The Executive Assistant will work with the CEO, as their right hand, assisting in managing the CEO's day-to-day responsibilities, both personal and professional. You will need to act proactively and independently while understanding the needs and characteristics of the people with whom you work.

The Executive Assistant is expected to take on the following roles and responsibilities:
- Managing the CEO's calendar and scheduling, including travel arrangements and reservations;
- Act as the point of contact between the executives and company employees/clients and manage information flow;
- Communicating with clients, potential clients and partners on behalf of the CEO, via phone, email and additional web-based platforms;
- Contact and database management, including sending invitations on social media and sales platforms, client and prospect research;
- Filing, including managing digital filing systems on multiple platforms, labeling and organizing digital files, and aligning with applicable legal requirements for filing systems;
- Data entry and management, specifically maintaining spreadsheets, timelines, calendars and web-based applications required for internal or client work;
- Supporting the team in scheduling, scheduling communication, data tracking and follow-up when needed and upon request;
- Drafting documents from templates, including correspondence, proposals, contracts and client documents;
- Managing general office matters such as photocopying, mailing and electronic faxing;
Assisting with interfacing and interacting with new and existing clients;
- Overseeing the office cleaner and general office maintenance;
- Overseeing client relations and follow-up;
- Ordering of office supplies and inventory;
- Event organization assistance as needed, e.g. list organization. No event planning experience necessary;
- Special projects, upon request, including client delivery projects.

The ideal candidate will have the following required prior experience, skills and dispositions:
- A former executive assistant, administrative assistant or personal assistant with at least three (3) years of demonstrated experience;
- SUPER detail-oriented, with the ability to ensure accuracy and high quality across multiple responsibilities;
- A natural orientation towards loyalty and confidentiality, and comfort knowing and keeping private information that is not public to other team members;
- Someone who delights in highly repetitive but still high-concentration work;
- Comfortable managing multiple responsibilities at once, and prioritizing amongst them with ease, maturity and patience, even as they frequently shift;
- Calm under pressure and unflappable in the face of timely or urgent requests;
- A team player, with a positive, optimistic attitude, and the ability to recognize and celebrate wins of all sizes;
- Highly self-motivated with the ability to take initiative without direct supervision;
- A superb communicator, with excellent verbal and written communication skills;
- Able to not only do the work, but also think about how it could be better and more efficient;
- Confident to make recommendations and push back when changes are needed in workflows or systems;
- Ability to learn new things quickly, especially web-based softwares and apps;
- Able to provide clear information in a timely way to support internal or client decisions;
- Ability to hustle whenever needed, and comfortable being highly responsive when required;
- Able to quickly and naturally draft correspondence, and have a demonstrated ability to write and edit adeptly;
- Able typing at least 60 words per minute;
- An openness to constructive, supportive feedback and a commitment to consistently improve; and Someone who enjoys working in a fast-paced, dynamic environment;
- Experienced in working for multiple executives or projects at one time;
- Experienced in an entrepreneurial environment, preferably within the first five years of a company;

Skills: Administrative Assistant, Executive Assistant, Virtual Assistant, Administrative Support, Calendar Management, Time Management, Project Scheduling - Administrative, Project Management - Administrative, Administrative Support, Project Planning - Administrative , Travel Planning, Telephone Skills, Phone Support, Email Handling, Email List Management, Email Etiquette, Email, Client Management, Database Administration, Database Management, CRM, Filing, Social Media Management, Data Entry,

Onsite requirements: 5 hours/day for 3 days/week
Remote work requirements: 5 hours/day for 2 days/week