Executive Assistant

About the Role

This role is ideal for someone who:

• Brings structure and organization to a fast-moving schedule
• Can make sound decisions on behalf of a senior leader
• Anticipates needs instead of waiting for instructions
• Can manage sensitive and confidential information with discretion
• Takes ownership and follows through without constant supervision
• Enjoys making a leader’s day-to-day work more efficient

Key Responsibilities

1. Calendar Management

• Manage the President’s calendar end-to-end, including scheduling, rescheduling, and resolving conflicts
• Plan and coordinate daily and weekly schedules
• Prioritize meeting requests and protect the President’s focus time
• Evaluate meeting requests and push back diplomatically when appropriate
• Coordinate meetings across different time zones

2. Inbox & Communication Management

• Monitor and manage the President’s email inbox
• Prioritize, respond to, and delegate communications as required
• Draft and review emails on behalf of the President while maintaining their tone and professionalism
• Organize communication threads and ensure important matters receive timely follow-up
• Maintain confidentiality and professionalism in all correspondence

3. Meeting Support

• Prepare meeting agendas and supporting materials
• Take comprehensive meeting notes
• Document key decisions and action items
• Assign clear owners and deadlines to follow-up tasks
• Coordinate meetings across time zones
• Follow up on pending action items and commitments

4. Documentation & Organization

• Maintain an organized system for company documents and records
• Prepare, edit, format, and proofread reports, presentations, and business documents
• Ensure important information and documentation are easily accessible

5. CRM & Data Management

• Maintain and update internal CRM systems accurately
• Ensure data is organized and up to date
• Track follow-ups and action items
• Maintain data accuracy and integrity

6. Task Prioritization & Problem-Solving

• Identify and prioritize urgent and important tasks
• Anticipate upcoming needs, deadlines, recurring commitments, and travel requirements
• Identify potential issues before they become larger problems
• Resolve routine issues independently where appropriate
• Proactively flag risks, scheduling conflicts, and important commitments

7. Confidentiality & Discretion

• Handle sensitive business, financial, and personnel information with complete confidentiality
• Exercise sound judgment when deciding what to:
  • Handle independently
  • Escalate to the President
  • Keep confidential
• Maintain a high level of professionalism when dealing with sensitive matters

Who Will Thrive in This Role?

• Can bring order and structure to a fast-moving environment
• Understand what a leader needs, beyond simply following instructions
• Are comfortable making judgment calls independently
• Have strong discretion and professional maturity
• Take ownership of commitments and follow through consistently
• Communicate clearly and professionally
• Are comfortable interacting with senior leadership and global teams
• Can work independently without requiring constant supervision

Qualifications & Skills

Experience

• 5+ years of experience as an Executive Assistant or in a similar senior administrative role
• Experience in the web design, digital, technology, or service industry is an advantage

Must-Have Skills

• Strong proficiency in CRM software
• Proficiency in MS Office Suite / Google Workspace
• Excellent organizational and multitasking skills
• Strong time-management abilities
• Excellent verbal and written communication
• High attention to detail
• Strong follow-through and ownership
• Ability to handle confidential information with discretion
• Strong judgment and decision-making abilities
• Ability to work independently with minimal supervision

Tools & Platforms

• CRM software
• Microsoft Office Suite / Google Workspace
• Project collaboration tools such as:
  • Notion
  • Slack
  • Trello
  • Similar platforms

Nice to Have

• Experience working remotely with international teams
• Experience coordinating across multiple time zones
• Experience supporting C-level executives or senior leadership
• Experience in a web design, digital, technology, or service-based organization
• Familiarity with project management and collaboration tools

What This Role Offers

• A high-trust, high-visibility role working directly with the US President
• Significant ownership over leadership’s time, communication, and priorities
• Direct exposure to the operations of a growing global company
• Opportunity to work closely with senior leadership
• Potential to grow into broader executive support or operations responsibilities