OneTrack.AI

Executive Assistant

OneTrack.AI

full-time

Posted on:

Origin:  • 🇺🇸 United States • Illinois, New York

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Job Level

Mid-LevelSenior

About the role

  • 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

Requirements

  • 3-5+ years experience as an Executive Assistant or in administrative operations supporting senior leadership
  • Exceptional organizational skills with proven ability to manage multiple priorities simultaneously
  • Strong technology proficiency with calendar management systems, travel platforms, and administrative tools
  • Professional communication skills with ability to interact confidently with executives, clients, and vendors
  • Self-starter who excels in ambiguity and can anticipate needs before they arise
  • Manage complex calendaring and scheduling for senior executives across multiple time zones and competing priorities
  • Coordinate executive travel arrangements including flights, accommodations, ground transportation, and detailed itineraries
  • Serve 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 including supplies, equipment maintenance, and vendor relationships
  • Coordinate transportation needs for executives, visiting clients, and company events
  • Oversee facilities management and ensure optimal working environment for the team
  • 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 with accuracy and timeliness
  • Work closely with Finance and Operations teams to ensure seamless coordination across all administrative functions
  • Lead planning and execution of board meetings, company events, and client visits from logistics coordination to materials preparation
  • Conduct research and analysis on vendors, travel options, and operational solutions to support executive decision-making
  • Manage confidential projects and sensitive information with discretion and professionalism
  • Anticipate executive needs and proactively address potential scheduling conflicts or operational challenges