Executive Assistant

Executive Assistant

The Executive Assistant supports Stelic's three partners, with time allocated approximately one-third to each. The EA owns the administrative operating system, so the partners are not required to manage individual tasks or provide daily direction. The role is responsible for maintaining organization, protecting executive time, driving follow-through, and ensuring commitments do not get missed.

Responsibilities (include but are not limited to):

• Email and Inbox Management
• Coordinate meetings across the three partners
• Prepare agendas and briefing materials
• Research and coordinate flights, hotels, rental cars, and ground transportation
• Capture requests from email, meetings, Teams, and Fireflies
• Complete routine forms and administrative submissions
• Identify repetitive administrative work that can be standardized or automated

Requirements:

Operating Expectations

The EA is expected to:

• Own the system rather than wait for task-by-task direction.
• Work from a fixed operating cadence.
• Anticipate needs and raise issues early.
• Use judgment to distinguish urgent work from noise.
• Present problems with a recommended action.
• Maintain confidentiality and use appropriate discretion.
• Communicate concisely and professionally.
• Confirm priorities when requests from the three partners conflict.
• Maintain reliable records so commitments are not dependent on memory.

Decision Authority

The EA may independently:

• Schedule and coordinate routine meetings.
• Request availability and missing information.
• Follow up on previously assigned actions.
• Organize inboxes, files, calendars, and task lists.
• Prepare drafts and briefing materials.
• Resolve routine administrative and logistical issues.

Executive approval is required before:

• Sending substantive communications on an executive's behalf.
• Making financial commitments outside approved limits.
• Changing a significant client or employee commitment.
• Sharing confidential or sensitive information.
• Committing an executive to a material deadline or decision.

Standard Operating Cadence

Daily

• Review critical emails and calendar changes.
• Confirm the day's priorities.
• Update action items and follow-ups.
• Prepare executive briefings at the agreed times.
• Flag decisions or risks requiring immediate attention.

Weekly

• Review upcoming meetings, deadlines, and travel.
• Reconcile action items from Teams, Fireflies, and email.
• Identify overdue or stalled commitments.
• Prepare the following week's priority view.
• Review recurring administrative requirements.

Monthly

• Review recurring processes and executive workload.
• Identify automation and delegation opportunities.
• Confirm upcoming travel, major deadlines, and business-development commitments.
• Recommend improvements to the executive-support system.

Measures of Success

• Critical emails and commitments are not missed.
• Executives receive timely, decision-ready information.
• Meetings are purposeful and properly prepared.
• Action items have clear owners and due dates.
• Follow-ups occur without executive prompting.
• Calendars reflect actual business priorities.
• Travel and logistics are accurate and organized.
• Administrative work requires progressively less executive involvement.
• The EA operates as the owner of the support system, not as someone who must be managed daily.

Education:

• Knowledge in new technology and the AI way of finishing tasks

ATR is an Equal Opportunity Employer (EOE) who will provide equal employment opportunity to employees and applicants for employment without regard to race, ethnicity, religion, color, sex, pregnancy, national origin, age, veteran status, ancestry, sexual orientation, gender identity or expression, marital status, family structure, genetic information, or mental or physical disability