OneTrack.AI

Executive Assistant

• Serve as the operational backbone supporting senior leadership and ensuring seamless day-to-day operations
• Manage complex calendaring and scheduling for senior executives across multiple time zones
• Coordinate executive travel arrangements including flights, accommodations, ground transportation, and detailed itineraries
• Act as primary liaison between executives and internal/external stakeholders, filtering communications and managing priorities
• Prepare executives for meetings with briefing materials, agendas, and follow-up action items
• Handle shipping and receiving coordination for company materials, equipment, and client deliverables
• Manage office logistics, supplies, equipment maintenance, and vendor relationships
• Coordinate transportation needs for executives, visiting clients, and company events
• Oversee facilities management to ensure optimal working environment
• Develop and maintain administrative systems and processes to scale with company growth
• Implement and optimize tools and technologies to streamline executive workflows and communication
• Manage expense reporting, invoice processing, and administrative documentation accurately and timely
• Collaborate with Finance and Operations teams for cross-functional coordination
• Lead planning and execution of board meetings, company events, and client visits, including materials preparation
• Conduct research and analysis on vendors, travel options, and operational solutions to support executive decisions
• Manage confidential projects and sensitive information with discretion
• Anticipate executive needs and proactively mitigate scheduling conflicts and operational challenges