Executive Administrative Assistant

Job Overview

We are seeking a dynamic, highly organized, and proactive Executive Administrative Assistant to support our CEO and COO in an in-person office environment. In this vital role, you will serve as the backbone of the executive office, ensuring day-to-day operations run smoothly and efficiently. Your ability to manage multiple priorities, communicate professionally, and anticipate leadership needs will allow our executive team to stay focused on strategic growth and company objectives.

This is an exciting opportunity for a polished professional with strong administrative experience, advanced Excel skills, and a passion for organization and efficiency.

Responsibilities

• Manage complex calendars, schedule appointments, and coordinate meetings for the CEO and COO with precision and discretion.
• Coordinate travel arrangements, itineraries, accommodations, and executive schedules.
• Prepare, proofread, and edit correspondence, reports, presentations, spreadsheets, and business documents.
• Maintain organized filing systems—digital and physical—for efficient access to company records.
• Track deadlines, action items, follow-ups, and key deliverables for executive leadership.
• Handle incoming calls, emails, and communications professionally while prioritizing urgent matters.
• Support office management functions including supply inventory, vendor coordination, and front desk coverage when needed.
• Assist with bookkeeping, expense tracking, invoicing, and reporting as requested.
• Provide exceptional internal and external communication support while maintaining confidentiality.
• Support special projects, research assignments, and cross-department coordination for the CEO and COO.
• Perform personal assistant duties and ad hoc administrative tasks to streamline executive productivity.

Requirements

• Minimum 3 years of experience in an Executive Assistant, Administrative Assistant, or office management role.
• Strong proficiency in Microsoft Office Suite, especially Advanced Excel (required).
• Experience using Google Workspace (Gmail, Calendar, Docs, Sheets).
• Excellent organizational skills with strong attention to detail and multitasking ability.
• Strong written and verbal communication skills.
• Ability to manage confidential information with professionalism and discretion.
• Proven ability to work in a fast-paced environment and prioritize shifting responsibilities.
• Professional demeanor with excellent interpersonal and customer service skills.
• Reliable, punctual, and able to work in-person full-time.
• Bilingual Spanish/English is a plus.



Benefits

• Health insurance provided
• Paid time off
• Career growth opportunities
• Professional and collaborative work environment