Executive Assistant & Office Administrator

We are looking for a highly organized, proactive, and detail-oriented Executive Assistant / Office Administrator to support leadership while also helping manage the company’s day-to-day administrative and operational functions.

This is a hybrid role that combines executive support, office administration, investor relations coordination, and operational organization. It is ideal for someone who is resourceful, dependable, professional, and comfortable balancing a variety of responsibilities in a fast-paced environment. The right person for this role is someone who enjoys building structure, staying ahead of priorities, keeping information organized, and making sure both leadership and the broader team can operate effectively.

You will work closely with company leadership on scheduling, communications, follow-ups, materials preparation, and special projects, while also helping ensure that office processes, records, logistics, and internal coordination are handled smoothly and efficiently.

Key responsibilities

• Manage executive calendars, scheduling, and meeting coordination
• Handle inbox organization, correspondence, and communication follow-up
• Prepare and organize documents, presentations, briefs, reports, and other internal or external materials
• Support investor relations logistics, including scheduling meetings, organizing materials, tracking outreach and follow-ups, and helping maintain professional communication workflows
• Coordinate travel arrangements, meeting logistics, and other executive support needs
• Oversee general office administration and help manage day-to-day operational coordination
• Maintain accurate records, files, internal documentation, and organizational systems
• Support vendor communication, supplies management, and administrative logistics
• Assist with expense tracking, invoices, reimbursements, and other recurring administrative tasks as needed
• Track deadlines, action items, and ongoing priorities across leadership and operations
• Help improve internal workflows, administrative systems, and organizational processes
• Support cross-functional coordination and special projects as the company grows
• Handle sensitive information with discretion, professionalism, and sound judgment

What we’re looking for

• Strong organizational and time-management skills
• Excellent written and verbal communication
• High attention to detail and strong follow-through
• Ability to manage multiple priorities with consistency, accuracy, and professionalism
• A proactive mindset and the ability to anticipate needs before they become urgent
• Strong problem-solving skills and comfort working independently
• Confidence working with calendars, spreadsheets, documents, presentations, and general office systems
• Ability to interact professionally with internal and external stakeholders
• Good judgment when handling confidential, sensitive, or time-sensitive matters
• Prior experience in executive support, office administration, operations, or investor-facing coordination is a plus

What success looks like in this role

In this position, you will help create the structure and reliability that allow leadership and the broader team to stay focused on high-value work. Success in this role means keeping priorities organized, ensuring follow-ups do not slip, maintaining professional and efficient communication, and helping both internal operations and external coordination run smoothly. You will be a key person behind the scenes helping the company stay organized, responsive, and well-prepared.

Why this role matters

This role sits at the intersection of leadership support and operational execution. You will play an important part in helping the company function efficiently on a day-to-day basis while also supporting external-facing coordination, including investor-related logistics. It is a high-impact opportunity for someone who enjoys ownership, responsibility, and being the person who keeps everything moving.