Executive Assistant

• Identifies the preferred method of support for the executive and appropriately accommodates their working style. Partners with the executive to help them be efficient and effective with their time, consistently maintaining strong communication.
• Manages the executive’s calendar and correspondence; resolves scheduling conflicts in a timely manner and keeps the executive informed of changes and updates.
• Maintains, organizes, and archives Outlook calendar, communications, and folders as appropriate, keeping the executive well-organized and aligned to Company records and retention schedules.
• Sorts, screens, and distributes incoming and outgoing mail for the executive. Highlights information of interest and/or curate reading material.
• Optimizes travel arrangements (e.g., transportation, accommodations, agenda, visa/passports) based on the executive’s travel needs and preferences. Manages complex itineraries, including any changes. Completes related expense reports.
• Assists the executive with preparing for meetings, including preparing materials, obtaining materials in advance, distributing materials, and keeping the executive on schedule. Obtains appropriate support for virtual attendees as well as various media needs and other logistics.
• Screens incoming calls and responds to emails as needed.
• Liaise with external stakeholders and vendors to facilitate the seamless coordination and execution of large-scale events.
• Greets and assists planned guests and manages unannounced visitors.
• Assists with coordinating and managing meetings and events such as staff meetings, all-hands meetings, off-sites, team gatherings, etc., overseeing calendars, communication, technology, office space, logistics, and related follow-up activities.
• Prepares, updates, and organizes information for inclusion in reports, correspondence, presentations, budgets, etc. Edits documents for accuracy, format, and arrangement of material.
• Participates as an adjunct member of the executive’s leadership team, including attending select meetings, taking notes, tracking assignments, and following up on assigned action items.
• Coordinates employee skip-level meetings and other interactions between executives and employees when appropriate.
• Assists with special projects as needed

• Anticipate the Exec’s needs and act proactively to address them, including preparing meeting materials, briefing documents, and agenda items in advance.
• Monitor deadlines and follow up on action items, ensuring timely completion of tasks and facilitating effective decision-making.
• Ensure agendas and necessary documents / materials are provided 24 hours prior to a scheduled meeting 100% of the time
• Proactively manage the Execs calendar, including scheduling, prioritizing appointments, and coordinating all internal and external meetings.
• Attend meetings as needed, with a focus on driving organizational efficiency
• Manage travel logistics to include, flights, hotel, car rental, reimbursements, etc.
• Work closely with administrative staff and Chief of Staff to continually streamline and simplify meetings and team workflow across May
• Supporting multiple Senior Executive staff
• Answers general calls and emails for the main office and greets visitors.
• Ensure the Executive team is kept up to date on relevant news and information by sending announcements, newsletters, etc.
• Provide support for across teams such as marketing, sales, people, operations for special projects
• Plan company events including social, professional development, and business development
• Manage, process, and review expenses for the executives, and their team’s direct reports as needed
• Partner consistently and efficiently with other members of the EA team and cross-functional partners across the org
• Schedule internal and external meetings with a variety of cross-functional partners
• Coordinate meetings across time zones
• Respond and take action on a high volume of slacks and emails with urgency and professionalism
• Map out and circulate meeting agendas, facilitate meetings, and manage post-meeting follow-ups
• Other duties as assigned

Senior Executive Assistant

• Manage, prioritize, and maintain the calendar, including complex calendaring, planning, scheduling, arranging travel, and creating expense reports.
• Develop and maintain positive working relationships with staff, internal departments, and outside parties, including high-level contacts of a sensitive nature
• Partner with other EAs to coordinate among executives and manage tradeoffs and prioritization
• Schedule, plan and coordinate team events, meetings, and multi-day offsites, including organizing logistics, on-site amenities, and activities
• Maintain email aliases, distribution lists, and shared directories regularly
• Work with Accounts Payable to ensure bills are paid promptly.
• Serve as point person for departmental purchases on behalf of your executive
• Provide staff meeting support, including preparing agendas, taking notes as needed, and distributing meeting minutes and presentations on occasion
• Manage ad-hoc projects

Executive Assistant – Emerging Technology Sales

• Schedule meetings and manage calendars for team members, ensuring seamless coordination.
• Organize travel arrangements, including flight bookings, hotel stays, and itineraries.
• Handle correspondence, including emails and phone calls, filtering communications efficiently.
• Manage office supplies and inventory, keeping everything stocked and organized.
• Assist with special projects and events, bringing creativity and enthusiasm to all tasks.

Personal Assistant – HNWI

• Manage executive calendars and inboxes, screening requests for purpose, urgency, and alignment to priorities; proactively identify conflicts, risks, and scheduling gaps and present options
• Review and triage communications, routing issues to the appropriate owners, managing escalations, and tracking resolution across teams
• Proactively draft responses, summaries, follow-ups, and updates on behalf of leadership as appropriate
• Prepare presentations, reports, and other deliverables by collecting inputs, coordinating contributors, and ensuring timely completion
• Maintain organized digital filing systems, distribution lists, and organizational reference materials
• Maintain and prioritize a master task and follow-up list derived from meetings, emails, and conversations; drive consistent operational follow-through
• Keep leadership informed of critical updates, required decisions, risks, and unresolved issues, and provide concise rollups on progress, priorities, and forward-looking calendar visibility
• Document communication strategies and provide update summaries to cross-functional stakeholders
• Coordinate meetings end-to-end, including preparation, logistics, materials, and follow-through, manage complex, multi-stakeholder and leadership engagements
• Coordinate all aspects of travel, including flights, lodging, ground transportation, calendar blocking, and complete itineraries
• Review and submit expense reports accurately, timely, and in compliance with policy; organize and maintain supporting documentation
• Track time-off requests, coordinate coverage as needed and maintain up-to-date team availability in shared calendars
• Identify opportunities to streamline workflows, improve efficiency, and reduce friction or cost

• 🗓️ Schedule meetings and manage calendars for team members, ensuring seamless coordination.
• ✈️ Organize travel arrangements, including flight bookings, hotel stays, and itineraries.
• 📦 Handle correspondence, including emails and phone calls, filtering communications efficiently.
• 🛒 Manage office supplies and inventory, keeping everything stocked and organized.
• 🤝 Assist with special projects and events, bringing creativity and enthusiasm to all tasks.
• Your role as a Personal Assistant will be integral to our mission, creating an atmosphere that enhances productivity and workplace culture.

See all jobs on JobTailor

Executive Assistant

Senior Executive Assistant

Executive Assistant – Emerging Technology Sales

Personal Assistant – HNWI

Executive Assistant

Executive Assistant