Overview:
We are seeking a highly organized, proactive Executive Assistant to support a dynamic business leader managing multiple companies and entities. This role requires someone with real-world experience, strong judgment, and the ability to operate with a high level of ownership and discretion. The right person will be dependable, detail-oriented, and flexible with their time.
Key Responsibilities:
Calendar & Scheduling Management
- Manage and coordinate a complex business and personal calendar
- Schedule meetings, appointments, and events with efficiency and foresight
- Anticipate scheduling conflicts and proactively solve them
Travel Coordination
- Plan and book travel (flights, hotels, transportation, itineraries)
- Adjust travel plans as needed with minimal disruption
- Ensure all logistics are handled seamlessly
Document & Business Management
- Organize, maintain, and manage documents across multiple businesses/entities
- Assist with preparation of reports, presentations, and important materials
- Ensure files and information are accurate, up-to-date, and easily accessible
Administrative Support
- Handle a variety of day-to-day administrative tasks
- Assist in coordinating projects and tracking key action items
- Communicate on behalf of the executive when needed
Flexibility & Responsiveness
- Be available outside of standard business hours when necessary
- Respond to time-sensitive requests, including occasional evenings or weekends
Key Traits for Success:
- Highly dependable and responsive
- Detail-oriented with strong follow-through
- Able to anticipate needs rather than just react
- Comfortable working in a fast-paced, ever-changing environment
- Willing to take ownership and solve problems independently
Work Expectations:
This role requires flexibility. While most responsibilities will occur during standard business hours, there will be times when support is needed outside of those hours, including evenings or weekends.