Executive Assistant

Our client is a US-based accounting and advisory firm serving the construction industry. The Partner you would support runs a growing team of 85 people, moves fast, and communicates in fragments. This is not a diary-and-inbox seat with a manager checking your work. It is the seat directly beside the person making decisions, and the reason it exists is that he needs someone whose output is right the first time, from instructions that are rarely complete. Email is the center of this role. You will hold the Partner’s Outlook inbox, learn his voice well enough to draft in it, and decide — many times a day — what genuinely needs him and what does not. Once trust is established, some of what you write will go out under his name without him reading it first. Everything else follows from that: complex calendars kept in sync, meetings captured and chased to completion, documentation that stays current, and a level of discretion that never has to be asked for. The firm is remote-first and technology-forward, and that shapes the work. You will be expected to set up scheduling automation rather than only use it, keep a CRM honest, pull meeting recordings into follow-up lists, and use AI tools as part of how the work gets done. This role does not include access to financial systems, banking, or treasury functions. If you need predictability, clear boundaries, or step-by-step direction, this role will be exhausting. If you thrive on variety, solve problems in real time, and want to sit at the center of the action, read on. Key Responsibilities Email and Communication — the center of the role Manage, triage, categorize, and organize the Partner’s inbox in Microsoft Outlook Learn the Partner’s voice, priorities, and relationships well enough to draft responses on his behalf Draft replies for review, and send directly in defined situations once trust is established Distinguish what genuinely needs the Partner’s attention from what does not, and handle the rest Keep the inbox clean, current, and free of dropped threads Executive and Business Support Provide high-level administrative and operational support to the Partner Manage complex calendars, including syncing and coordinating multiple calendars Implement and manage scheduling automation and scheduling assistant tools Support both professional and occasional personal tasks as needed Act as a trusted partner who keeps pace with rapid decision-making Meetings, Notes, and Follow-Through Attend meetings, take clear and structured notes, and capture decisions and action items Proactively follow up on tasks, deadlines, and commitments after meetings Track priorities and ensure nothing falls through the cracks Follow up on behalf of the Partner in predefined situations Data, Analysis, and Organization Support basic data analysis, reporting, and information synthesis Organize and maintain executive documentation and knowledge systems Ensure information is current, accurate, and accessible Confidentiality and Reliability Handle sensitive information with absolute discretion Maintain strong security practices, including disciplined password management Operate with a high level of accountability in a role supporting leaders who cannot afford execution failure Note: this role does not include access to financial systems, banking, or treasury functions Required Qualifications Proven experience as an Executive Assistant Exceptional organizational and follow-through skills Ability to operate at high speed with incomplete direction Strong written and verbal communication skills, including the ability to write convincingly in someone else’s voice Comfortable working independently and making judgment calls within scope Tech-savvy and confident learning new systems quickly Ability to take ownership and perform under pressure Comfort working with AI tools for productivity and analysis Preferred Qualifications Experience using CRM tools such as Zoho Experience supporting a founder or managing partner Tools & Software Microsoft Outlook — the primary working environment for this role Microsoft Office Suite and Microsoft Teams Calendar and scheduling tools, including scheduling assistants and automation Zoho or a similar CRM Adobe, for document handling and organization Fathom, for meeting recording and retrieval Password vault tools AI tools such as Claude, ChatGPT, and Gemini, used to improve efficiency, documentation, and analysis What Makes You a Great Fit You do not need perfect instructions. You fill in the gaps, make the call, and correct course on the fly. You build trust easily, read between the lines, and handle relationships with warmth and professionalism. Urgency energizes you rather than overwhelming you. You are not territorial. You care about the outcome, not the credit. You can prioritize when everything feels urgent, and make sound calls without the full picture. You catch the details that matter without getting stuck on the ones that do not. You read the emotional temperature of a room and steady it. You can be trusted with something confidential and never have to be reminded. What We Offer Up to $8/hour 100% remote work Full-time role We hire for the long haul, so a steady track record of staying and growing always moves you up our list. #J-18808-Ljbffr