Senior Executive Assistant

Role Description

Our client is seeking an experienced Senior Executive Assistant to provide high-level support to executive leadership. This role serves as a strategic partner to the CEO and senior leadership team, ensuring seamless operations, effective communication, and efficient execution of key priorities. This position is ideal for a highly organized, proactive professional who thrives in fast-paced environments, handles confidential information with discretion, and excels at managing competing priorities.

Key Responsibilities

• Executive Calendar & Time Management
  • Manage complex executive calendars across multiple time zones
  • Coordinate internal and external meetings
  • Prioritize schedules and protect executive focus time
  • Resolve scheduling conflicts proactively
  • Prepare agendas, meeting materials, and executive briefings
• Executive Communications
  • Manage and prioritize executive email communications
  • Screen calls and correspondence on behalf of leadership
  • Draft, edit, and proofread professional communications, reports, and presentations
  • Serve as a key point of contact for internal and external stakeholders
  • Maintain professional and diplomatic communication at all times
• Travel & Logistics Management
  • Coordinate domestic and international travel arrangements
  • Manage flights, accommodations, transportation, and itineraries
  • Prepare detailed travel plans and briefing materials
  • Handle last-minute travel changes and scheduling adjustments
  • Track and reconcile travel-related expenses
• Project & Operations Support
  • Support strategic initiatives and executive projects
  • Track deliverables, deadlines, and action items
  • Coordinate cross-functional teams and stakeholders
  • Conduct research and prepare executive summaries
  • Assist leadership with operational and administrative priorities
• Meeting & Event Coordination
  • Organize executive meetings, board meetings, off-sites, and company events
  • Prepare presentations, reports, and briefing documents
  • Take meeting notes and distribute action items
  • Coordinate logistics, virtual meetings, and event requirements
• Administrative Management
  • Maintain confidential records, contracts, and documentation
  • Manage expense reports, invoicing, and budget tracking
  • Improve administrative systems and processes
  • Support document organization and executive office operations

Qualifications

• 5+ years of Executive Assistant, Senior Administrative Assistant, Chief of Staff, or Executive Operations experience
• Proven experience supporting CEOs, founders, presidents, or C-Suite executives
• Experience managing complex calendars, executive communications, and high-priority projects
• Strong organizational and project management skills
• Excellent written and verbal communication skills
• High level of discretion, professionalism, and confidentiality
• Ability to manage multiple priorities in a fast-paced environment

Preferred Qualifications

• Bachelor’s degree in Business Administration, Communications, or a related field
• Experience supporting leadership in startups, consulting, finance, legal, technology, or high-growth organizations
• Experience coordinating domestic and international travel
• Experience preparing executive presentations and reports
• Experience working with board members and senior stakeholders

Technical Skills

• Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
• Google Workspace (Gmail, Calendar, Docs, Sheets, Drive)
• Project management platforms such as:
  • Asana
  • Monday.com
  • Notion
  • Trello
• Video conferencing platforms:
  • Zoom
  • Microsoft Teams
  • Google Meet
• Expense and travel management tools

What Success Looks Like

• Executive schedules run efficiently with minimal oversight
• Priorities, meetings, and projects stay organized and on track
• Leadership receives timely support and communication
• Travel and logistics are managed seamlessly
• Confidential information is handled with professionalism
• Administrative processes continuously improve and scale

Ideal Candidate

• Highly organized and detail-oriented
• Proactive and resourceful
• Strong problem solver
• Excellent communicator
• Calm under pressure
• Trustworthy and discreet
• Comfortable working independently in a remote environment