Executive Assistant

• Provide high-level support to our CEO and C-suite team
• Ensure seamless coordination of schedules, meetings, and communications
• Play a pivotal role in maintaining executive focus and organizational flow
• Manage sensitive information and facilitate key events and initiatives
• Keep the CEO apprised of time-sensitive and priority issues
• Complete a variety of special projects, including preparing presentations, reports, and agenda materials
• Respond to and help prioritize meeting invitations, phone calls, messages, and other information flowing to the executive(s)
• Prepare, reconcile, and submit expense reports for C-suite members
• Draft, review, and send communications on behalf of the CEO and other C-suite members

• Schedule management across multiple C-suite executives, balancing strategic priorities and competing time-sensitive demands
• Inbox ownership: draft responses, maintain follow-ups, proactively flag urgent communications
• Meeting coordination: agendas, pre-reads, follow-ups, and execution
• Executive travel and personal logistics
• Confidentiality and professional judgment across all executive interactions
• End-to-end conference logistics: registration, hotel blocks, travel, swag, booth and sponsorship coordination
• Conference schedule management: pre-booked meetings, dinners, and networking
• External-facing client entertainment and partner events during conferences
• Internal company events: All Hands, offsites, holiday parties, and culture events (in-person and virtual)
• Vendor sourcing, contract negotiation, and budget ownership and reconciliation
• Proactive identification and resolution of administrative bottlenecks
• Liaison between C-suite and Finance, Sales, Account Management, and the Executive Team
• Vendor relationship management across venues, caterers, hotels, and AV

Senior Executive Assistant

• Collaborate closely with senior management by meticulously managing calendars, resolving conflicts, and aligning schedules with priorities.
• Serve as the hub for the team, providing essential support and coordination.
• Efficiently juggle multiple tasks and priorities in a dynamic, fast-paced environment.
• Act as the main contact for executives, employees, clients, and external partners.
• Manage cross-departmental projects to ensure high-quality deliverables and adherence to deadlines.
• Oversee and plan active calendars, ensuring schedules are followed and potential conflicts are identified and resolved.
• Organize detailed travel plans, itineraries, and agendas; compile necessary documents for travel-related meetings and prepare expense reports.

Executive Assistant II

• Take ownership of executive inbox management: flag, action, organize, and keep priorities moving on behalf of the Co-CEOs
• Own financial administrative tasks including invoice processing, accounts payable, credit card reconciliation, and expense categorization
• Review, organize, and maintain contracts, agreements, and sensitive organizational documents
• Support medical credentialing processes and documentation across both organizations
• Assist with software setup, CRM integrations, and platform management; serving as a reliable resource for system questions across the org
• Process daily fax and mail intake, routing items appropriately and keeping nothing in the queue
• Build and maintain Excel trackers, reports, and operational spreadsheets
• Contribute to special projects as organizational needs evolve
• Support internal operations including agendas, meeting notes, correspondence, and cross-departmental coordination

• Provides high-level administrative support and assistance to the Executive Director and/or other assigned leadership staff.
• Performs clerical and administrative tasks including drafting letters, memos, invoices, reports, and other documents for senior staff.
• Arranges travel and accommodation for executives.
• Schedules and attend meetings on behalf of executives, taking notes and recording minutes.
• Receives incoming communication or memos on behalf of senior staff, reviews contents, determines importance, and summarizes and/or distributes contents to appropriate staff.
• Performs office tasks including maintaining records, ordering supplies, and performing basic bookkeeping.
• Performs additional duties as assigned by executives. All other duties as assigned.

• Manage the Import & Export Manager's calendar, schedule meetings, and coordinate appointments with internal and external stakeholders
• Prepare, organize, and maintain documentation related to import/export transactions, including contracts, invoices, and shipping records
• Draft and proofread correspondence, reports, and presentations on behalf of the manager
• Coordinate with logistics partners, customs brokers, and shipping companies to facilitate smooth operations
• Perform data entry and maintain accurate records in company databases and tracking systems
• Screen and prioritize incoming calls, emails, and requests to ensure timely responses
• Assist with the preparation of import/export documentation and ensure compliance with regulatory requirements
• Support the manager in preparing for meetings, conferences, and industry events
• Manage office supplies and coordinate with vendors as needed
• Perform general administrative tasks including filing, copying, and organizing materials
• Serve as a point of contact for routine inquiries and provide professional customer service

Personal Assistant – Import & Export

• Provides executive support to the CEO in a one-on-one working relationship
• Serves as the primary point of contact for internal and external constituencies on matters pertaining to the Office of the CEO
• Liaison to the senior management team
• Organizes and coordinates executive outreach and external relations efforts
• Oversees special projects
• Works independently on projects from conception to completion
• Manages multiple priorities seamlessly with excellent attention to detail
• Assists in coordinating the agenda of senior management team meetings and off-sites, and all-staff meetings
• Demonstrates proactive approaches to problem-solving with strong decision-making capability

Executive Assistant to CEO

• Manage complex calendars, schedule meetings, and coordinate appointments across multiple time zones.
• Coordinate domestic and international travel arrangements, including flights, accommodations, itineraries, and expense tracking.
• Prepare, edit, and organize professional documents, reports, presentations, and executive communications.
• Serve as the primary point of contact for internal and external stakeholders, managing emails, calls, and correspondence with professionalism and discretion.
• Organize and maintain digital files, records, project documentation, and company databases.
• Assist in preparing meeting agendas, documenting action items, and tracking follow-ups to ensure timely completion.
• Support project coordination by monitoring priorities, deadlines, and key deliverables across business and technical initiatives.
• Collaborate with cross-functional teams including software engineers, product teams, operations, and leadership to facilitate efficient communication and workflow.
• Coordinate company events, team meetings, conferences, workshops, and client engagements.
• Assist with vendor management, software subscriptions, procurement, and administrative operations as needed.
• Conduct research, gather information, and prepare summaries to support executive decision-making.
• Help manage and prioritize incoming requests, ensuring urgent matters are addressed promptly and appropriately.
• Support the executive in maintaining focus on strategic initiatives by proactively identifying opportunities to improve processes and operational efficiency.
• Handle confidential information with a high level of professionalism, integrity, and discretion.
• Respond to and manage client requests, special projects, and ad hoc assignments with exceptional attention to detail and a solutions-oriented mindset.

Executive Assistant to the CEO

• Provide high-level administrative support across ELT members, including calendar management, scheduling, and prioritization of time
• Coordinate and prepare materials for key meetings (ELT, Board, Special Committee, cross-functional leadership forums)
• Manage inbound requests and communications, ensuring alignment with enterprise priorities
• Draft, edit, and refine executive communications on behalf of ELT members
• Coordinate complex travel, logistics, and executive-level engagements
• Own and drive enterprise operating rhythms, including weekly ELT meetings, monthly business reviews, and quarterly planning cycles (IBP)
• Ensure alignment across functions on priorities, deliverables, and timelines
• Track key initiatives and follow-ups, holding teams accountable to commitments
• Support development of executive-level materials (dashboards, one-pagers, board updates)
• Lead and execute cross-functional projects on behalf of the ELT (e.g., organizational transformation, cost optimization, retail performance initiatives)
• Build and manage project plans, timelines, and stakeholder communication
• Identify risks, surface insights, and drive solutions in partnership with functional leaders
• Act as a force multiplier to accelerate execution of priority initiatives
• Serve as a central coordination point across ELT members and their teams
• Ensure clear, concise, and timely communication of decisions, priorities, and updates
• Support alignment between enterprise functions and state-level teams
• Maintain a high level of professionalism and confidentiality across all interactions

Executive Assistant – Special Projects Manager

• Act as the central tracking hub for the SVPs; driving follow-up and follow-through on key initiatives
• Manage complex, fluctuating calendars across multiple time zones
• Own the logistics for internal and external leadership events
• Prepare basic presentations, review reporting layouts, and organize documentation for critical executive alignment sessions
• Coordinate comprehensive global travel itineraries and process monthly expense reports accurately and efficiently

Executive Assistant – Customer Success SVPs

• Own full-cycle recruiting across all areas of the firm: attorneys, legal staff, operations, corporate teams, and Virtual Assistants
• Partner with hiring managers to align on hiring needs, priorities, and timelines
• Develop and execute effective sourcing strategies using LinkedIn, Boolean search, and targeted outreach
• Apply structured screening and filtering criteria to efficiently evaluate large applicant volumes and prioritize top candidates
• Conduct recruiter screenings and present well-qualified candidates with clear summaries
• Build and maintain strong, active pipelines across multiple role types
• Own daily pipeline movement, ensuring no backlog and consistent candidate progression
• Coordinate interviews, assessments, and candidate communication from start to finish
• Ensure a seamless, professional candidate experience at every stage
• Leverage ATS and recruiting tools to manage workflows, track candidate activity, and support efficient hiring processes
• Track and manage recruiting metrics (pipeline health, time-to-fill, conversion rates) to drive performance and decision-making
• Support early talent efforts, including law school outreach and intern pipelines
• Perform additional administrative duties as assigned

Bilingual Virtual Assistant, Recruiter

Virtual Assistant Recruiter – Legal Industry Experience Required

• Ensure continuity of administrative support for the partners to whom you are assigned.
• Own Core Executive Assistant duties of calendar coordination, travel booking, and itinerary planning.
• Act as a Project manager for special projects, which may include planning and coordinating multiple presentations.
• Organize executive meetings, events, and conferences, managing logistics and materials.
• Assemble and analyze information involving business plans and financial reports.

Associate, Executive Assistant II

• Oversee the day-to-day operational and facilities needs, including coordinating and supervising vendors, service providers, and contractors to ensure timely completion of work in accordance with established standards
• Serve as the on-site point of contact during vendor visits, installations, and service appointments, ensuring all work is completed as agreed and properly documented
• Manage the executive's calendar with a high degree of accuracy, coordinating across internal teams and external stakeholders while proactively identifying and resolving scheduling conflicts
• Coordinate travel logistics including flights, accommodations, ground transportation, and detailed itinerary management for both domestic and international trips
• Provide on-site support during events, managing logistics and ensuring seamless execution from planning through completion
• Assist in the planning and coordination of corporate events, dinners, and executive gatherings, overseeing vendor management, guest coordination, and on-site operations
• Handle local errands and in-person tasks as required, including supply runs, vendor follow-ups, and time-sensitive logistics
• Uphold the highest standards of professionalism and confidentiality across all internal and external communications

• Provide administrative assistance, such as writing and editing e-mails, drafting memos, and preparing communications on the leadership’s behalf
• Possess expert knowledge of Microsoft Outlook, Word, Excel, PowerPoint, Smartsheet's, ChatGPT, for preparing reports and presentations
• Coordinate Video and Audio conference calls
• Work closely with the leadership team to remain apprised of/schedule upcoming commitments
• Schedule meetings, maintain and update daily Outlook calendars. Confirm objectives for the meeting invites, participants, materials for all calendar needs
• Work to ensure appropriate and timely communication to meeting participants
• Follow up with copies of communication materials as appropriate.
• Provide direct daily support to the leadership team
• Responsible for travel, itineraries, meeting arrangements & Workday expense reports
• Prepare presentation materials for meetings using MS PowerPoint, MS Word, MS Excel
• Work discretely with confidential information
• Assist with onboarding new hires to the team
• Work closely with any operational department heads as it relates to departmental projects
• Responsible for the facilitation of client gifts and holiday gifts/cards

• Provides executive-level leadership for Enterprise Technology initiatives, overseeing the planning, execution, and delivery of large-scale modernization programs across the Agency.
• Serves a lead role in enabling the Agency to achieve strategic objectives through the effective use of technology.
• Works with business units and executives to develop and execute the enterprise technology strategy and vision across the Agency’s business units and, as applicable, other State agencies.
• Manages relationships with customers and all stakeholders; Report and escalate to management as needed; Coordinate internal resources and third parties/vendors for enterprise technology programs.
• Sets deadlines, assigns responsibilities, and monitors the progress of projects and releases.

Assistant Deputy Secretary for Enterprise Technology – Digital Modernization

• Provide comprehensive administrative support to the executive team, including managing calendars, scheduling meetings, coordinating travel, and preparing itineraries.
• Support special projects for the executive team by conducting research, compiling data, and preparing summary reports and presentations.
• Serve as the primary point of contact for internal and external communications directed to the executive team, screening and directing calls and messages professionally.
• Manage incoming and outgoing mail, emails, and correspondence, ensuring timely processing and distribution.
• Coordinate logistics for executive meetings, including agendas, materials, conference room setup, and follow-up actions.
• Run errands off-campus as needed to support the executive team’s operations and requirements.

• Provide administrative partnership to two executives for complex calendar management, planning, arranging domestic and international travel, and creating expense reports
• Provide calendar support to the aligned leaders and partner closely with the team to align on operating rhythm and cadences
• Plan and coordinate events and multi-day meetings including preparation of meeting materials, logistics, food, agenda, amenities, activities, and communications with attendees
• Develop and maintain positive working relationships with internal and outside parties, including high-level contacts of a sensitive nature
• Partner with other EAs to coordinate and manage tradeoffs and prioritization
• Maintain email aliases, distribution lists and shared directories
• Support contract execution and ensure department bills are paid promptly and manage departmental purchases
• Provide staff meeting support, including preparing agendas, taking notes as needed, and distributing meeting minutes and presentations on occasion
• Manage complex calendars, priorities, and logistics with a focus on optimizing executive time
• Anticipate needs and proactively solve problems before they arise
• Act as a liaison across teams, ensuring clear communication and follow-through
• Own end-to-end management of team meetings and leadership forums: Build and distribute agendas, solicit input and materials from stakeholders, ensure meetings are well-structured and run on time, capture high-quality notes, decisions, and action items
• Follow up on action items to ensure accountability and progress
• Create clear, polished presentations (e.g., team meetings, town halls, leadership updates)
• Synthesize information into concise summaries and materials
• Support internal communications and messaging as needed

• Collaborate closely with senior management by meticulously managing calendars, resolving conflicts, and aligning schedules with priorities
• Serve as the hub for the team, providing essential support and coordination
• Efficiently juggle multiple tasks and priorities in a dynamic, fast-paced environment
• Act as the main contact for executives, employees, clients, and external partners
• Manage cross-departmental projects to ensure high-quality deliverables and adherence to deadlines
• Oversee and plan active calendars, ensuring schedules are followed and potential conflicts are identified and resolved
• Organize detailed travel plans, itineraries, and agendas; compile necessary documents for travel-related meetings and prepare expense reports

• Act as a central operator ensuring the CEO’s professional, operational, and personal priorities run efficiently
• Manage physician credentialing, licensing, and compliance
• Coordinate communications with attorneys, physicians, and business partners
• Support recruiting initiatives and business development research
• Oversee consulting workflows, case tracking, and onboarding processes
• Drive operational efficiency, including automation and vendor management
• Manage calendar, appointments, and high-priority scheduling
• Coordinate healthcare, wellness routines, and prescriptions
• Handle personal logistics, errands, and high-touch requests
• Anticipate needs and proactively solve problems
• Oversee multiple properties, vendors, and improvement projects
• Plan travel, events, and team retreats
• Manage bills, autopay systems, and subscriptions
• Assist with credit card optimization and expense tracking

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