Executive Administrative Assistant

Job Description

Job Description

The Opportunity:

• Manage complex, competing calendars for the CEO — proactively resolving conflicts, protecting deep-work time, and anticipating scheduling needs before they arise
• Own end-to-end travel coordination including flights, ground transport, accommodations, and contingency planning across investor meetings, off-sites, and conferences
• Triage, prioritize, and draft correspondence on behalf of the CEO— matching their voice and standard, requiring minimal editing before sending
• Prepare pre-meeting briefings, background research, and post-meeting action capture — ensuring leadership enters into every room prepared
• Own the full lifecycle of quarterly meetings in collaboration with partner administrative team— scheduling across stakeholder calendars, coordinating materials, managing virtual or in-person meetings and tracking follow-up items post-meeting
• Manage cross-functional projects and commitments on behalf of leadership — tracking deliverables, driving follow-up, and ensuring nothing falls through the cracks
• Act as liaison to outside counsel, auditors, and key advisors on scheduling, document requests, and coordination
• Identify and build operational systems and workflows that reduce friction for the executive team
• Bookkeeping
• Draft, edit, and distribute correspondence, memoranda, and organizational communications.
• Communication & Gatekeeping :
• Serve as the primary point of contact and professional gatekeeper for the executive team. Screen and prioritize calls, emails, and correspondence.
• Maintain confidential records, files, and sensitive organizational information.
• Maintain professionalism and confidentiality in all interactions.

Accounting & Financial Support

• Support the Controller and Accounting team with daily accounting functions
• Assist with accounts payable, accounts receivable, invoicing, purchase orders, and credit memos
• Maintain accurate financial records and supporting documentation
• Assist with cost accounting activities, including inventory costing, manufacturing cost tracking, and variance reporting
• Support month-end close processes and financial reporting preparation
• Enter and reconcile accounting transactions in QuickBooks or other accounting systems
• Assist with budget tracking and operational expense reporting