Executive Assistant

Position Overview 

We are looking for a sharp, proactive, and highly organized Executive Assistant to support our executive across the full range of administrative and operational needs. This role covers email management, scheduling, meeting and session coordination, deck creation, travel logistics, and back-end administrative support — all handled with a high degree of discretion and professionalism. Strong proficiency in Microsoft Office, particularly Excel, is a key requirement for this role. 

The ideal candidate is someone who anticipates needs before being asked, documents thoroughly, and treats confidentiality as a non-negotiable standard. You will be trusted with sensitive information and high-visibility tasks, and the executive team needs to know that what is shared with you stays exactly where it should. 

Key Responsibilities 

Email & Inbox Management 

• Monitor and manage executive inboxes — triaging, flagging, and organizing incoming messages by priority 

• Draft and send correspondence on behalf of the executive with accuracy and appropriate tone 

• Ensure time-sensitive emails are surfaced and addressed promptly 

• Maintain a clean, organized inbox structure with consistent labeling and follow-up tracking 

Microsoft Office & Excel Support 

• Build and maintain spreadsheets for tracking, reporting, and data organization using advanced Excel functions 

• Create and format professional documents in Microsoft Word for correspondence, reports, and internal use 

• Use Microsoft Office tools confidently across daily tasks — Outlook, Word, Excel, and PowerPoint 

• Organize and maintain data sets, trackers, and recurring reports with accuracy and consistency 

Scheduling & Session Coordination 

• Manage executive calendars including meetings, sessions, calls, and internal/external appointments 

• Coordinate scheduling logistics across multiple stakeholders and time zones 

• Proactively resolve scheduling conflicts and protect executive time for top priorities 

• Send confirmations, reminders, and prep materials ahead of all scheduled sessions 

Meeting Support & Documentation 

• Join select calls and meetings to take detailed and accurate Minutes of Meeting (MOM) 

• Distribute meeting notes and action items to relevant stakeholders promptly following each session 

• Track action items from meetings and follow up to ensure completion 

• Maintain organized documentation of meeting outcomes, decisions, and ongoing commitments 

Deck & Presentation Creation 

• Create clean, professional presentation decks for internal and external use as directed by the executive team 

• Format and organize content clearly, ensuring decks are polished and ready for executive-level presentation 

• Incorporate feedback efficiently and turn around revisions within tight timelines when needed 

Travel & Logistics Coordination 

• Plan and book complete travel itineraries including flights, accommodations, and ground transportation 

• Coordinate all logistics details to ensure smooth, well-organized travel experiences 

• Prepare detailed itineraries covering all relevant timing, locations, and contact information 

• Handle any last-minute travel changes calmly and efficiently 

Back-End Administrative Support 

• Handle a wide range of back-end administrative tasks that keep the executive team's operations running smoothly 

• Maintain organized documentation and digital files across tools including Monday and PandaDoc 

• Support document preparation, tracking, and e-signature workflows through PandaDoc 

• Manage and update project or task tracking boards in Monday.com as directed 

Calls & Light Communication Support 

• Join occasional calls as needed to support note-taking, follow-up, or coordination — this is a light but expected part of the role 

• Communicate professionally with internal and external contacts when representing the executive team 

Proactive Ownership & Confidentiality 

• Anticipate needs and act ahead of requests — this role requires genuine proactivity, not just responsiveness 

• Identify potential issues, conflicts, or gaps before they become problems and address them independently when possible 

• Maintain strict confidentiality at all times — this role will involve access to sensitive business and personal information, and discretion is an absolute requirement, not a preference 

• Exercise sound judgment about what information is shared, with whom, and when 

Required Qualifications 

• Strong proficiency in Microsoft Office, with particular strength in Excel — this is a key requirement for this role 

• Proven experience as an Executive Assistant or in a senior administrative support role 

• Excellent written communication skills — your emails, documents, and meeting notes are clear and professional 

• Strong organizational skills with the ability to manage multiple tasks, tools, and priorities simultaneously 

• Experience creating presentation decks — comfortable with PowerPoint, Google Slides, or Canva 

• Familiarity with project or task management tools such as Monday.com 

• Experience with document workflow tools such as PandaDoc, or willingness to learn quickly 

• Demonstrated discretion and trustworthiness — you understand the weight of handling confidential information 

• Proactive, self-directed, and comfortable working independently in a remote environment 

Preferred Qualifications 

• Experience supporting a founder, executive team, or senior leadership group 

• Experience coordinating complex travel itineraries and logistics 

• Comfortable taking detailed meeting minutes and distributing clear action items 

• Background in a fast-paced, high-trust executive support environment 

Tools & Platforms 

• Monday.