Executive Assistant

We are seeking a highly organized, detail-oriented, and proactive Executive Assistant to support our senior leadership team. In this role, you will be responsible for managing executive schedules, handling confidential information, and ensuring smooth day-to-day operations. You will serve as a key liaison between the executive team and internal/external stakeholders, ensuring efficiency and professionalism in all interactions. You will have the opportunity to work on multiple projects.

Key Responsibilities:

1. Manage and maintain executive calendars, schedule meetings, and coordinate appointments.
2. Handle correspondence, emails, and calls on behalf of executives, ensuring timely and professional communication.
3. Prepare reports, presentations, and documents for internal and external meetings.
4. Coordinate travel arrangements, including flights, accommodations, and itineraries.
5. Organize and oversee executive meetings, including preparing agendas, taking minutes, and following up on action items.
6. Conduct research and provide insights to support decision-making.
7. Manage confidential information and sensitive documents with discretion.
8. Act as a liaison between executives and various departments, ensuring smooth communication and task execution.
9. Assist in project coordination, tracking deadlines, and ensuring deliverables are met.
10. Handle expense reports, invoicing, and budget tracking for executives.
11. Support event planning and logistics for company functions or business meetings.
12. Support HR functions, including recruitment coordination and employee records management.
13. Support Legal and Compliance functions when necessary.

Requirements:

1. Bachelor's degree in Business Administration, Management, or a related field preferred.
2. 3+ years of experience as an Executive Assistant, Personal Assistant, Admin or in a similar role.
3. Exceptional organizational and time management skills.
4. Strong communication and interpersonal skills, both written and verbal.
5. Proficiency in Microsoft Suite (Word, Excel, PowerPoint, Outlook), Google Workspace and other administrative/project management tools.
6. Ability to multitask and prioritize tasks in a fast-paced environment.
7. Trustworthy, high level of professionalism, discretion, and confidentiality.
8. Detail-oriented, reliable, and fast learner.
9. Strong problem-solving skills and the ability to anticipate executive needs.
10. Experience in project management/project coordination.
11. Experience in start-up companies and a fast-paced environment is a plus.
12. Experienced in dealing with contracts is a plus.