Squared Away

Executive Assistant

• Manage and optimize complex executive calendars across time zones.
• Anticipate conflicts and proactively resolve scheduling issues.
• Protect executive focus by enforcing priorities and boundaries.
• Manage executive inboxes with discretion and sound judgment.
• Draft, respond to, and triage correspondence on behalf of executives.
• Ensure urgent matters are surfaced promptly and appropriately.
• Coordinate domestic and international travel end-to-end.
• Prepare detailed itineraries and anticipate changes or disruptions.
• Prepare meeting materials, agendas, presentations, and reports.
• Track action items, deadlines, and follow-through across initiatives.
• Create, document, and refine workflows to improve efficiency.
• Identify tools and processes that reduce friction and increase clarity.
• Conduct research on competitors, tools, vendors, and market trends.
• Provide concise summaries to support executive decision-making.
• Handle sensitive and confidential information with absolute integrity.

Chief Executive Assistant

Sales

• Take sales calls and Zoom meetings with potential clients.
• Follow the client’s preferred call style; it is at their discretion, not ours.
• Maintain sales blocks Monday through Friday for at least one hour per day (e.g., two potential sales calls; calls are not guaranteed).
• Take detailed sales notes and log them appropriately.
• Demonstrate strong interpersonal communication skills, showing open-mindedness and curiosity across a variety of personalities.
• Be comfortable taking Zoom calls with minimal distractions, a presentable background, and a professional appearance and demeanor.
• Communicate company processes accurately without overpromising, while still enthusiastically selling the mission and service.
• Confidently manage conversations with potential clients from initial contact through to a signed contract.
• Learn and operate within HubSpot.
• Understand that we will not offload a current client if you take on this role.
• Communicate proactively about call conflicts within a reasonable timeframe.

Chief Executive Assistant

Sales Associate