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Executive Assistant
The Village Market ®Executive Assistant providing strategic support to senior leadership across multiple business entities at Village Brands. Managing executive inboxes, calendars, and communication effectively in a remote setting.
About the role
Key responsibilities & impact- Serve as the primary administrative point of contact for senior leadership across multiple business entities
- Anticipate leadership needs, act with initiative, and deliver solutions without waiting to be directed
- Prepare briefings, agendas, talking points, and follow-up summaries with a high degree of accuracy and professionalism
- Manage sensitive and confidential information, communications, and documents with absolute discretion
- Represent leadership with professionalism and integrity in every written and verbal interaction
- Own and manage multiple executive email inboxes, ensuring responses are timely, accurate, and professionally crafted
- Draft, edit, and send correspondence on behalf of leadership to vendors, partners, clients, and stakeholders
- Develop and maintain inbox organization systems, escalating urgent matters and ensuring nothing is missed
- Manage complex, multi-entity calendars with precision, coordinating meetings, interviews, calls, and appointments
- Proactively identify and resolve conflicts, protect leadership time, and optimize daily schedules
- Prepare and distribute agendas, briefing materials, and supporting documents in advance of all meetings
- Attend meetings as required to capture detailed notes, track action items, and ensure accountability
- Coordinate all logistics for virtual and in-person meetings, ensuring leadership enters every meeting fully informed and prepared
- Review and evaluate incoming applications, submissions, and inquiries against established criteria on behalf of leadership
- Communicate on behalf of leadership with vendors, partners, and service providers with professionalism and clarity
- Lead coordination of internal and external events including pop-ups, vendor activations, community events, and organizational gatherings
- Use Monday.com and Asana to manage tasks, coordinate cross-functional workflows, and ensure projects stay on track
- Conduct research and compile findings into clear, actionable summaries that support leadership decision-making.
Requirements
What you’ll need- Minimum of 3 to 5 years of experience in an Executive Assistant or senior administrative role supporting leaders and executives
- Proven ability to manage multiple executive inboxes simultaneously with exceptional accuracy, professionalism, and follow-through
- Advanced proficiency in Google Workspace, including Gmail, Google Calendar, Google Drive, and Google Docs
- Hands-on experience with project management tools including Monday.com, Asana, and Calendly
- Demonstrated experience using AI tools in a professional setting to improve efficiency, communication, and output quality
- Exceptional written and verbal communication skills with a consistently professional and polished tone
- Superior organizational skills with the ability to manage competing priorities in a remote, high-velocity environment
- Unwavering integrity, discretion, and sound judgment when handling confidential and sensitive information
- Strong interpersonal skills and the ability to represent leadership with poise in all professional interactions
- A minimum of three verifiable professional references is required; candidates without references will not be considered
- A background check is required and must be successfully completed prior to the start of employment.
Benefits
Comp & perks- No benefits offered for part-time roles
ATS Keywords
✓ Tailor your resumeApplicant Tracking System Keywords
Tip: use these terms in your resume and cover letter to boost ATS matches.
Hard Skills & Tools
executive supportcalendar managementemail managementdocument preparationtask coordinationresearch and summarizationconfidential information handlingevent coordinationproject managementAI tools usage
Soft Skills
professional communicationorganizational skillsdiscretionintegrityinterpersonal skillsinitiativeproblem-solvingattention to detailtime managementadaptability