Executive Assistant

• Proactively manage complex calendars, resolve scheduling conflicts, and ensure leaders’ time reflects their most important priorities.
• Coordinate virtual and in-person meetings, including agendas, materials, logistics, technology, and follow-up.
• Help plan leadership meetings, operating reviews, off-sites, and other key events.
• Develop and refine executive-ready presentations using PowerPoint and Google Slides.
• Draft, edit, and format internal and external communications, reports, meeting materials, and other executive documents.
• Track decisions, action items, deadlines, and follow-ups to help maintain momentum across priorities.
• Arrange travel, prepare detailed itineraries, and manage expense reports.
• Prepare leaders for meetings by gathering relevant context, organizing materials, and anticipating questions or needs.
• Partner with teams across the organization to coordinate information and support cross-functional initiatives.
• Identify gaps, inefficiencies, or recurring challenges and create practical solutions.
• Learn and use new technologies, including productivity and AI-enabled tools, to improve workflows and increase efficiency.
• Support special projects, both independently and collaboratively based on evolving business needs.
• Handle confidential and sensitive information with sound judgment and discretion.

• Create, submit, and track credit bureau/creditor disputes according to SOPs and timelines
• Monitor outcomes, log results, prepare follow-ups/reinvestigations, and escalate as needed
• Maintain complete, accurate documentation and supporting records in Google Drive
• Plan a simple content calendar aligned with brand guidance
• Design posts/reels/stories in Canva; draft captions using ChatGPT/AI; apply relevant hashtags
• Schedule posts and handle basic engagement (likes/replies within guidelines)
• Track basic performance metrics and surface insights
• Assist with ad setup/coordination and basic campaign tracking as directed
• Keep tracking sheets/dashboards current and organized
• Coordinate tasks/timelines with vendors or partners when applicable
• Triage emails, flag priorities, and draft routine responses
• Manage the calendar, schedule appointments, and confirm meetings
• Organize Google Drive folders and uphold naming/file hygiene standards
• Prepare concise weekly summaries on dispute status, social content, and admin tasks
• Identify bottlenecks and suggest SOP updates, templates, or AI-driven efficiencies
• Maintain clear task lists, deadlines, and status updates for the founder
• Document how-to guides for repeatable tasks and cross-training

Executive Assistant – Credit Repair

• Own Outlook/mail.com inboxes: triage, prioritize, label, and draft replies; maintain daily executive brief.
• Take full control of scheduling across time zones; confirm/reschedule appointments and build buffers.
• Implement time-blocking, reminders, recurring cadences, and SOPs that minimize missed or late meetings.
• Set up and maintain pipelines, calendars, automations, forms/funnels, and campaigns.
• Manage contact lists, tagging/segmenting, and list hygiene; coordinate outbound and follow-ups.
• Monitor funnel/campaign performance and troubleshoot issues or propose improvements.
• Draft, schedule, and publish posts on Instagram, Facebook, X, and TruSocial.
• Repurpose content; perform light editing/design in Canva aligned to brand guidelines.
• Maintain a content calendar and report on consistency and engagement trends.
• Research corporate formation and state compliance (e.g., California vs. alternatives); track filing deadlines.
• Coordinate domain registration and basic website setup with vendors; maintain a compliance calendar.
• Document SOPs/processes and keep an organized knowledge base up to date.
• Liaise with tenants and contractors; schedule maintenance and coordinate property tasks.
• Maintain records in property management software (system TBD by client).
• Create and manage an after-hours escalation playbook and coordinate on-call vendors for emergencies.
• Communicate daily via OurLink; join scheduled calls via Google Meet as needed.
• Use AI tools (Gemini, Claude, ChatGPT) to draft summaries, outlines, and first-pass content.
• Handle sensitive data with strict confidentiality and comfort working under NDA.

Executive Assistant, GoHighLevel, IT – Freelance

• Provide advanced administrative support to HSL Sector executives, including managing calendars, scheduling meetings, and preparing correspondence.
• Coordinate corporate meetings chaired by the executives, including logistics, agendas, materials, and minutes.
• Manage day-to-day administrative and logistical details associated with the executive’s office operations.
• Screen visitors, calls, and correspondence; handle inquiries or issues not requiring the executive’s attention.
• Prepare and maintain reports, spreadsheets, and presentations to support executive decision-making and data analysis.
• Arrange travel logistics, including itineraries, agendas, travel advances, and expense reports.
• Attend designated meetings and conferences; record and distribute meeting minutes and follow-up actions.
• Ensure compliance with organizational policies, confidentiality standards, and administrative procedures.
• May train, coordinate, or supervise other administrative staff in support of departmental objectives.
• Maintain professional relationships with internal teams, external partners, and key stakeholders.

• Calendar coordination, travel booking, itinerary planning, expense reporting, and ensuring things don’t fall through the cracks.
• Act as a Project manager for special projects, at the request of the executive, which may include planning and coordinating multiple presentations, disseminating information, and creating brochures.
• Organize executive meetings, events, and conferences, managing logistics, materials and follow-up communications.
• Assemble and analyze information involving business plans, and financial reports, resulting in the final plan submission.
• Effectively manages the flow of information to/from the assigned EC member or senior executive and is authorized to speak on behalf of him/her in certain limited circumstances.
• Create/design general correspondences, memos, charts, tables, graphs, business plans, etc.
• Responsible for handling sensitive and confidential information.

Associate Executive Assistant II

• Manage executive calendars, schedules, and appointments across multiple time zones.
• Handle email correspondence, draft professional communications, and manage inboxes efficiently.
• Coordinate meetings, prepare agendas, take minutes, and follow up on action items.
• Arrange travel plans, accommodations, and detailed itineraries.
• Organize files, documents, and reports while maintaining confidentiality.
• Assist with project coordination, task tracking, and deadline management.
• Support onboarding, internal coordination, and day-to-day administrative operations.
• Conduct research and prepare summaries or reports as needed by leadership.

• Proactively manage complex calendars, coordinate internal and external meetings, and resolve scheduling conflicts before they impact the business day.
• Draft, review, and organize correspondence on behalf of leadership. Act as a welcoming, professional point of contact for external partners, retail clients, and team members.
• Prepare meeting agendas, compile background information, and document actionable next steps to ensure leadership enters every discussion fully prepared.
• Coordinate travel arrangements and detailed itineraries, ensuring seamless transitions between office locations, showrooms, or client visits.
• Process executive expense reports, organize digital files, and maintain confidential business documentation with high discretion.

Executive Assistant – E/L

• Manage and coordinate executive priorities, ensuring projects are completed on time, within budget, and aligned with organizational goals.
• Proactively manage the CEO and COO's calendars, including travel arrangements, meeting coordination, conference call scheduling, and strategic prioritization of time.
• Coordinate executive meetings with leadership, clients, vendors, and partners, ensuring agendas, materials, logistics, and follow-up actions are completed efficiently.
• Partner with the leadership team to maintain alignment with company systems, processes, and the system of record.
• Identify operational inefficiencies by collaborating across departments to evaluate process gaps, assess business impact, and implement effective solutions.
• Develop, document, and maintain Standard Operating Procedures (SOPs), workflows, and best practices to improve consistency, efficiency, and scalability.
• Participate in process improvement initiatives by defining, documenting, and refining business operations and administrative workflows.
• Track and communicate project progress, ensuring stakeholders have visibility into milestones, risks, action items, and deliverables.
• Support executive leadership by anticipating needs, removing administrative obstacles, and enabling efficient decision-making and execution.

• Maintain organized systems for documents, files, and records to ensure the President's office runs efficiently.
• Coordinate logistics for meetings, offsites, and executive events, including venue selection, catering, and materials preparation.
• Plan and execute domestic and international travel itineraries, anticipating needs and resolving conflicts proactively.
• Plan, schedule, and coordinate internal and external meetings, including US&G leadership meetings and special team offsites.
• Prepare agendas, presentation materials, and briefing documents ahead of key meetings.
• Coordinate with internal teams and external partners to plan company events and leadership engagements.
• Draft, proofread, and manage correspondence on behalf of the President, ensuring accuracy and a professional tone.
• Prepare briefing materials, talking points, and follow-up summaries for meetings with internal stakeholders, clients, and the Board of Directors.
• Track action items from meetings and follow up to ensure timely completion.
• Support special projects and initiatives on behalf of the President, tracking deadlines and deliverables.
• Partner with leaders and teams across departments and global offices to coordinate priorities and ensure alignment.
• Act as a liaison between the President's office and internal/external stakeholders, including ELT, clients, and Board members.
• Manage the President's complex calendar, prioritizing and coordinating scheduling across time zones and global teams.
• Handle day-to-day administrative needs, including reporting, travel arrangements, and general office support.
• Serve as a first point of contact for the President, screening and prioritizing inquiries, calls, and requests.
• Support the President and Executive Assistant to the CEO with facility management duties as required including scheduling maintenance, cleaning, catering, etc. as needed.

• Communicate with applicants in fluent Spanish via email, chat, and other communication platforms.
• Explain onboarding requirements, project expectations, and payment structures.
• Send agreements, consent forms, and onboarding documentation.
• Support participants through each stage of the onboarding process.
• Answer participant questions promptly and professionally.
• Resolve onboarding issues and escalate concerns when necessary.
• Track participant progress and maintain accurate records.
• Coordinate with the recruitment team to ensure project timelines are met.
• Follow established processes while delivering excellent candidate support.

Bilingual Virtual Recruiting & Operations Assistant – English/Spanish

• Manage complex, frequently-changing calendars for two co-founders, proactively resolving conflicts and prioritizing time against shifting business needs
• Book and manage domestic and international travel, including itineraries, changes, and day-of issue resolution
• Coordinate internal and external meetings end-to-end — scheduling, agendas, logistics, room/video setup, and follow-through on action items
• Coordinate with home managers to flag prioritize and help manage at-home obligations against a very dynamic and demanding work schedule
• Own light office management for the Walnut Creek office: supplies, vendor relationships, mail, seating/space needs, and general upkeep
• Serve as a key point of contact between the founders and internal team, external partners, investors, and candidates
• Prepare and organize materials for board meetings, investor updates, and leadership offsites
• Handle expense reports and other administrative tasks with discretion and accuracy
• Anticipate needs before they're asked — flagging conflicts, prepping context, and removing friction from the founders' day-to-day

• Provide executive support to clients remotely
• Assist with project coordination, operations, customer communication, and marketing
• Match opportunities with clients based on skills and availability

• Manage administrative details for the Executive Vice President of Energy and support various functions for additional senior leaders reporting to the EVP.
• Facilitate smooth and professional communication between the EVP and internal departments, external relationships, customers, and member owners.
• Partner with the corporate communications liaison to coordinate and distribute correspondence, such as employee announcements and company policies, and marketing materials.
• Collaborate with and assist the marketing & communication team on meeting and event preparation, set up, and follow up including preparing presentations, agendas, materials, documenting notes and coordinating follow-up items to completion.
• Prepare professional PowerPoint presentations, extracting data from Excel and Word for various stakeholders including Board of Directors, senior leadership, management and external partners.
• Support internal and external meeting participation and travel logistics.
• Organize and help manage the logistics for corporate and business unit operations as well as additional offsite space/meeting planning coordination and logistics.
• Execute responsibilities using platforms such as OneDrive, Microsoft Teams, Microsoft Forms, Yammer, Concur, Coupa, Adobe Sign, TimeManager, Intelex, and Office 365.
• Provide proactive thinking and value-added work as a member of the CHS energy team.
• Responsible for efficiently managing complex calendars, resolving scheduling conflicts, coordinating travel arrangements and itineraries, and processing expense reports to optimize workloads and ensure smooth operations.
• Provide administrative and logistical support by assisting with employee floor positioning and moves, ordering and maintaining office supplies, approving access requests for distribution lists/folders, and managing the distribution of sporting event tickets.

• Manage complex calendars, meeting schedules, and executive priorities
• Coordinate travel, hotels, retreats, offsites, and team events
• Prepare meeting materials, agendas, and follow-up communications
• Track action items and help ensure commitments are completed
• Support expense management and Concur submissions
• Assist with presentation development, formatting, proofreading, and version control
• Conduct document comparisons, redlines, and version reviews
• Draft correspondence, gather information, and support executive communications
• Support legal review processes and contract coordination activities
• Coordinate recruiting activities, interview scheduling, and HR-related workflows
• Support all-hands meetings and internal communications
• Coordinate special projects on behalf of leadership
• Support annual planning efforts, retreats, offsites, and practice initiatives
• Gather information and input from leaders and team members
• Help organize materials related to growth initiatives, ownership discussions, and business planning
• Maintain project plans, timelines, and follow-through across multiple initiatives
• Participate in highly confidential meetings and discussions
• Prepare and maintain sensitive business materials and records
• Support compensation, bonus, and people-related processes
• Introduce and refine processes that improve efficiency, standardization, and collaboration
• Use AI tools such as Microsoft Copilot and ChatGPT to accelerate drafting, summarization, scheduling, information synthesis, and presentation development
• Help identify opportunities to reduce administrative burden across the practice
• Continuously look for ways to make work easier, faster, and more effective for the team.

Executive Assistant – Practice Operations

• Run the President's daily check-in: align priorities, surface risks, and flag when urgent noise is crowding out strategic work
• Own his inbox and Slack, triage, draft, route, and maintain zero-drop accountability on everything that requires his attention
• Turn recorded meeting transcripts into clear action items within 24 hours, and track them to completion
• Manage the calendar end-to-end, protecting high-leverage time and coordinating across executives, attorneys, and external partners
• Coordinate across ops, finance, tech, and people teams, tracking open loops on key hires, state launches, and board follow-ups
• Support executive onboarding, travel logistics, off-sites, and board meeting preparation
• Give direct, honest pushback when the President needs it, and have the judgment to know when to hold back

Executive Assistant – President

• Manage overall office operations and daily/monthly tasks
• Create reports and conduct expense reviews
• Coordinate meetings, travel arrangements, and event registrations
• Serve as a direct point of contact for top-level executives internally and externally

• This role is focused on coordinating and supporting virtual patient visits from start to finish.
• Responsibilities include contacting patients before appointments, verifying registration and insurance information, preparing charts, completing virtual intake, assisting patients with check-in and check-out, managing the virtual waiting room, launching Zoom visits, handing patients off to the provider, and scheduling follow-up appointments.
• The position does not involve hands-on clinical duties such as phlebotomy or point-of-care testing.
• Success in this role requires strong communication skills, patience with technology, and the ability to troubleshoot virtual visit issues.
• The individual will work closely with a newly hired provider in a collaborative, team-based virtual environment, primarily supporting one another while providing virtual care to a large patient population with access to remote monitoring devices.

Virtual Medical Assistant – Care Anywhere

• provide secretarial services and administrative support to designated senior executives
• perform all duties in a professional manner, emphasizing discretion and confidentiality
• communicate with visitors, patients, physicians, co-workers, and health System Management professionally

Executive Assistant – Planning, Design and Construction Operations

• The Executive Assistant proactively anticipates needs to support a variety of administrative functions for an executive leader or team of executive leaders in a time sensitive, accurate, and confidential nature using discretion and professionalism.
• This position will support our VP Foundation Programmatic Giving.
• Primary responsibilities include partnering with the leader on task management, project coordination, executive calendar, correspondence, travel/expense management, response to inquiries and requests, board and meeting management, and support of system service line needs and priorities.
• Provides advanced support of a technical nature including remote meeting management, facilitation of presentations, management of multimedia needs both by the leader(s) and meeting support, as well as post-meeting support.
• Creates and modifies reports and presentations, track and influence performance metrics, and serves as a thought partner to their assigned leader(s).

Executive Assistant jobs in United States

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Executive Assistant

Executive Assistant – Credit Repair

Executive Assistant, GoHighLevel, IT – Freelance

Executive Assistant

Associate Executive Assistant II

Executive Assistant

Executive Assistant – E/L

Executive Assistant

Executive Assistant

Executive Assistant

Bilingual Virtual Recruiting & Operations Assistant – English/Spanish

Executive Assistant

Executive Assistant

Executive Assistant

Executive Assistant – Practice Operations

Executive Assistant – President

Executive Assistant

Virtual Medical Assistant – Care Anywhere

Executive Assistant – Planning, Design and Construction Operations

Executive Assistant