Role Overview
We are seeking a proactive and highly organized Executive Assistant to support a senior executive with scheduling, coordination of meetings, travel planning, and managing key engagements. This role is ideal for someone who is detail-oriented, comfortable working independently, and able to navigate fast-paced, outbound-focused environments.
The Executive Assistant will play a critical part in ensuring that meetings, events, and travel arrangements are well planned, timely, and efficiently executed. While this position begins as part-time with flexible hours, it may evolve based on business needs.
Key Responsibilities
Scheduling & Calendar Management
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Coordinate and manage the executive’s calendar, ensuring no conflicts between meetings, travel, and key engagements.
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Schedule sales and marketing-related appointments, outbound meetings, and internal discussions in advance.
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Ensure timely reminders and proper alignment of daily and weekly schedules.
Meeting & Event Coordination
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Arrange logistics for meetings, events, and outbound activities.
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Coordinate with all relevant parties to confirm attendance, timing, and required materials.
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Conduct light research when necessary to support meeting preparation.
Travel & Logistics
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Organize travel itineraries including flights, accommodations, and event schedules.
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Ensure travel plans are aligned with meeting and business requirements.
Administrative Support
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Maintain organization across essential tasks and tools used by the executive.
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Track important deadlines, upcoming commitments, and ensure nothing critical is missed.
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Operate existing technology tools and systems used within the company for scheduling, communication, and coordination.
Requirements
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Proven experience as an Executive Assistant, Administrative Assistant, Project Coordinator, or similar operational role.
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Strong organizational and multitasking abilities.
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Excellent communication skills and the ability to interact professionally with internal and external stakeholders.
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Comfort working within U.S. time zones (schedule remains flexible).
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Ability to work independently and adapt to evolving processes.
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Familiarity with tech tools and remote work platforms.
Additional Details
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Work Hours: Flexible, aligned with U.S. time zones as needed. No fixed shift required initially.
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Work Mode: Fully remote.