Optimum7.com

Executive Assistant

• Proactively manage a high-volume, fast-changing calendar across multiple time zones (ET, PT, and client locations)
• Prioritize meetings, media calls, internal check-ins, and client commitments to maximize executive efficiency
• Anticipate scheduling conflicts and resolve them independently
• Act as the first point of contact for emails, messages, and meeting requests
• Track deadlines related to press releases, pitches, client deliverables, and follow-ups
• Ensure follow-up tasks are completed on time
• Prepare meeting agendas, briefing notes, and background research in advance
• Maintain systems, folders, and workflows to ensure operational efficiency
• Work primarily in Eastern Time (ET) while aligning closely with the Partner’s Pacific Time (Las Vegas) schedule
• Provide early-day coverage to prepare the executive’s agenda before PT business hours begin
• Remain flexible for occasional extended hours during major launches or events
• Handle sensitive client, media, and business information with the highest level of confidentiality
• Exercise sound judgment and professionalism in all interactions
• Act as a trusted partner who enables the executive to focus on strategic PR leadership and client growth
• Coordinate all aspects of the Partner’s speaking engagements, including registration, travel, accommodations, venue logistics, and communication with event organizers/guests.
• Manage travel bookings, itineraries, and potentially expense reporting for the executive.
• Draft, review, and organize reports, summaries, and deliverables for clients or internal use.