Executive Assistant

We are seeking a part-time highly organized, proactive, and discreet Executive Assistant to provide high-level administrative, organizational, and coordination support to the Executive Leadership. This role serves as a trusted extension of executive leadership and requires exceptional professionalism, sound judgment, adaptability, and absolute confidentiality.

The Executive Assistant will manage a wide range of responsibilities—from daily administrative and personal tasks to higher-level coordination, meeting and event management, document creation, and light bookkeeping. The ideal candidate is detail-oriented yet comfortable balancing big-picture priorities, tech-savvy, and confident working with sensitive personal and business information.

Key Responsibilities

Executive & Administrative Support

• Manage and coordinate the Executive calendar, including scheduling, prioritizing, and confirming meetings using tools such as Outlook and Calendly.

• Serve as a primary point of contact for internal and external scheduling.

• Draft, proofread, format, and edit professional correspondence, letters, reports, and communications.

• Utilize AI tools (including ChatGPT) to efficiently create, refine, and enhance written materials, presentations, and documents.

• Organize, maintain, and retrieve digital and physical records with accuracy and discretion.

Meeting, Event & Travel Coordination

• Plan and manage meetings, including agendas, materials, logistics, and follow-up actions.

• Coordinate internal and external meetings, presentations, training sessions, and executive events.

• Assist with planning and execution of company meetings, executive functions, client/vendor meetings, and special events.

• Manage event logistics such as scheduling, venues, catering, materials, travel arrangements, and attendee communications.

• Prepare meeting notes, summaries, and action items as needed.

• Coordinate travel arrangements and related logistics.

Project & Personal Support

• Assist with personal tasks and errands as needed, including purchasing supplies, gifts, educational materials, or resources.

• Research and source vendors, services, educational resources, and supplies.

• Support special projects, which may include research, document creation, marketing assistance, or operational coordination.

• Track tasks, deadlines, and action items to ensure projects progress efficiently.

• Proactively follow up on outstanding items and anticipate upcoming needs.

Financial & Bookkeeping Support

• Assist with basic bookkeeping tasks such as expense tracking, invoice organization, reconciliations, and documentation.

• Prepare and submit expense reports.

• Coordinate with external bookkeepers or accountants as directed.

Confidentiality & Data Management

• Handle sensitive personal, financial, and business information with the highest level of confidentiality and discretion.

• Maintain organized, secure records and adhere strictly to confidentiality standards.

Qualifications & Skills

Required / Preferred:

• Prior experience as an Executive Assistant, Personal Assistant, or in a similar high-trust support role preferred.

• Strong proficiency in Microsoft Word, Excel, and Outlook.

• Experience using ChatGPT or similar AI tools for drafting, editing, and document creation.

• Excellent written and verbal communication skills with strong attention to detail.

• Highly organized with the ability to manage multiple priorities independently.

• Exceptional professionalism, integrity, and judgment.

• Comfortable handling a wide range of responsibilities, from routine administrative tasks to executive-level coordination.

• Experience with scheduling platforms such as Calendly.

• Experience coordinating meetings, events, or executive functions.

• Light bookkeeping or financial support experience preferred.

• Familiarity with marketing support, presentation preparation, or document layout is a plus.

• Experience supporting senior leadership or executives strongly preferred.

Key Competencies

• Confidentiality & Trust

• Organization & Attention to Detail

• Initiative & Problem-Solving

• Adaptability & Flexibility

• Clear Written and Verbal Communication

• Professional Judgment & Discretion

Work Environment

• Office-based with some flexibility on hours.

• Occasional errands or off-site tasks may be required.

• Schedule flexibility may be needed to support meetings, travel, or events.