Executive Administrative Assistant

The Executive Administrative Assistant provides high-level administrative, operational, and strategic support to C-level executives. This role ensures the executive office runs smoothly by managing schedules, coordinating high-priority initiatives, preparing communications, and serving as a trusted gatekeeper and liaison across internal teams and external partners.

The ideal candidate is proactive, highly organized, tech-savvy, professional, resourceful, and able to manage competing priorities in a fast-paced, high-growth environment.

Key Responsibilities

Executive Support

• Manage complex calendars, coordinate meetings, and optimize scheduling across global time zones.
• Prepare executives for meetings by organizing agendas, briefing documents, and follow-up notes.
• Handle confidential information with discretion.
• Arrange domestic and international travel, itineraries, accommodations, and expense reports.
• Monitor and triage emails, messages, and requests on behalf of executives.

Operations & Project Coordination

• Support execution of strategic initiatives and cross-functional projects.
• Track deadlines, deliverables, and priorities for the executive team.
• Draft, edit, and organize presentations, reports, and dashboards.
• Assist with onboarding of new hires into the executive department.

Communication & Liaison

• Serve as a communication bridge between executives and internal teams, clients, and external stakeholders.
• Draft professional emails, memos, announcements, and correspondence.
• Maintain strong working relationships across all departments.

Administrative Excellence

• Maintain organized digital filing systems, documents, and shared drives.
• Coordinate board meetings, leadership offsites, and major company events.
• Handle procurement of office supplies, software subscriptions, and executive tools.
• Create and maintain Standard Operating Procedures (SOPs) for the executive office.

Qualifications

• 5 years of experience supporting C-level executives; startup, SaaS, hospitality, or tech experience preferred.
• Exceptional written and verbal communication skills.
• Strong organizational and time-management abilities.
• Proficient in Microsoft Office, Google Workspace, and productivity tools (Slack, Zoom, Asana, ClickUp, or similar).
• Ability to multitask under tight deadlines with a high degree of professionalism.
• High emotional intelligence and ability to interact with senior leaders, clients, and global partners.
• Capable of handling confidential information with absolute discretion.

Preferred Skills

• Experience in fast-growth environments or global operations.
• Familiarity with CRM (Salesforce/HubSpot), SaaS products, or executive reporting tools.
• Strong presentation and document-creation skills (PowerPoint, Excel).
• Ability to anticipate needs and solve problems before they arise.