Mindoula

Executive Assistant

Mindoula

full-time

Posted on:

Location Type: Hybrid

Location: Arlington • Virginia • United States

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About the role

  • Manage complex calendars for the President & COO, including scheduling, organizing, reviewing, and confirming internal and external meetings while minimizing conflicts and maximizing productivity.
  • Maintain and prioritize a dynamic list of scheduling and action requests, ensuring executive time is allocated effectively and allowing flexibility for shifting priorities.
  • Monitor incoming requests and communications, responding with urgency and prioritizing tasks to meet time-sensitive needs.
  • Provide calendar, scheduling, and meeting support for the Founder & CEO and CFO as needed, coordinating across executive calendars when required.
  • Serve as a liaison between executive leadership, direct reports, Mindoula employees, and external partners.
  • Prepare, review, and edit executive-level correspondence, reports, and presentations with a high degree of accuracy and professionalism.
  • Serve as the primary liaison between the Executive Team and the Board of Directors, managing the annual Board calendar and coordinating all Board communications.
  • Coordinate preparation for executive meetings by compiling materials, creating agendas as needed, tracking attendees, and ensuring participants are prepared.
  • Assist with planning and execution of internal and external meetings, leadership sessions, offsites, and company events.

Requirements

  • Bachelor’s degree required
  • 5+ years of experience providing high-level executive or administrative support
  • Experience supporting C-Suite executives
  • Proven ability to manage complex calendars, shifting priorities, and time-sensitive requests
  • Strong written and verbal communication skills, including preparation of executive-level documents and presentations
  • Exceptional organizational, time-management, and follow-through skills with a proactive approach
  • Demonstrated ability to handle confidential and sensitive information with discretion
  • Proficiency with Google Workspace and/or Microsoft Office tools
  • Experience managing digital filing systems and maintaining organized, compliant records
  • Ability to work independently, exercise sound judgment, and anticipate executive needs
  • Strong interpersonal skills and ability to collaborate across all levels of the organization
  • Experience coordinating meetings, agendas, and executive readiness in a fast-paced environment
  • Comfortable working in a hybrid or remote environment with high responsiveness and accountability.
Benefits
  • Health insurance
  • 401(k) retirement plan
  • Paid time off
  • Flexible work arrangements
  • Professional development opportunities
Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard Skills & Tools
calendar managementexecutive supportdocument preparationpresentation preparationdigital filing systemsrecord managementagenda creationmeeting coordinationtime managementconfidential information handling
Soft Skills
organizational skillscommunication skillsinterpersonal skillsproactive approachjudgmentcollaborationflexibilityresponsivenessdiscretionfollow-through
Certifications
Bachelor's degree