Executive Assistant

About the Role

We are looking for a highly organized, proactive, and detail-oriented Executive Assistant to provide comprehensive support to senior leadership. The ideal candidate will act as a strategic partner to the leadership team by managing schedules, coordinating meetings, handling communication, tracking key initiatives, and ensuring seamless day-to-day operations.

This role requires exceptional organizational skills, strong business acumen, discretion in handling confidential information, and the ability to work in a fast-paced environment.

Key ResponsibilitiesExecutive Calendar & Schedule Management

• Manage and maintain the executive's calendar, ensuring effective prioritization of meetings, appointments, and business commitments.
• Coordinate internal and external meetings across multiple stakeholders.
• Schedule and organize leadership reviews, business meetings, and strategic discussions.
• Anticipate scheduling conflicts and proactively resolve them.
• Ensure all meeting materials, agendas, and briefing documents are prepared in advance.

Communication & Stakeholder Management

• Serve as the primary point of contact between the executive office and internal/external stakeholders.
• Draft, review, and manage professional correspondence, emails, presentations, and reports.
• Handle sensitive and confidential information with the highest level of discretion.
• Follow up with department heads and stakeholders on pending actions and deliverables.

Meeting Coordination & Follow-Ups

• Attend key meetings, record minutes, and prepare action trackers.
• Monitor progress on action items and ensure timely completion.
• Drive accountability across departments by following up on commitments and deadlines.
• Prepare summaries, reports, and dashboards for leadership review.

Business Operations Support

• Coordinate cross-functional projects and strategic initiatives on behalf of leadership.
• Track organizational priorities and ensure alignment across teams.
• Assist in preparing business reviews, management presentations, and operational reports.
• Analyze data and prepare insights for decision-making.

Travel & Event Management

• Manage domestic and international travel arrangements, including flights, accommodations, transportation, and itineraries.
• Coordinate leadership participation in conferences, client meetings, and industry events.
• Handle logistics for internal leadership offsites, town halls, and business events.

Administrative & Documentation Support

• Maintain organized records, documents, contracts, and confidential files.
• Manage expense reports, reimbursements, and vendor coordination.
• Ensure timely documentation and filing of important business records.
• Assist in preparing policies, reports, and business documentation.

Project Coordination

• Support leadership in executing key business initiatives and special projects.
• Track project timelines, milestones, dependencies, and deliverables.
• Coordinate with multiple departments to ensure project completion within deadlines.
• Identify bottlenecks and escalate concerns when necessary.

Experience

• 2–6 years of experience as an Executive Assistant, Chief of Staff, Business Coordinator, or similar role.
• Experience supporting founders, CXOs, or senior leadership is preferred.
• Prior experience in startups, media, technology, consulting, or high-growth organizations is an advantage.