Executive Assistant

Responsibilities Responsibilities will be prioritized to fit the agreed-upon weekly hours and may expand as the engagement develops: Coordinate calendars and meetings across time zones, resolve scheduling conflicts, confirm logistics, and organize preparation materials. Help protect time for focused work and existing commitments. Assist with email organization and professional correspondence within agreed-upon parameters. Draft responses, coordinate routine communications, and identify matters requiring executive attention, approval, or follow-up. Prepare, proofread, and format documents, presentations, and meeting materials with attention to accuracy, tone, and consistency. Maintain organized electronic files, clear version control, and appropriate separation of client information. Track deadlines, outstanding requests, meeting action items, and other commitments. Follow through on assigned administrative matters, surface competing priorities, and flag missing information or decisions that could delay progress. Prepare expense reports, organize receipts and supporting documentation, and assist with routine expense tracking and reconciliation. Identify discrepancies and maintain complete, accurate records for review. Provide administrative coordination for research, vendor communications, recruiting logistics, and travel arrangements as needed. Help document and improve recurring administrative processes to reduce unnecessary work and repeated instruction. Qualifications Demonstrated experience providing executive support within a consulting firm, law firm, or comparable professional services organization. Experience supporting a founder, managing partner, or senior executive managing multiple client relationships is particularly relevant. Excellent written and verbal communication skills, including the ability to draft polished correspondence, proofread carefully, and communicate professionally with clients, senior leaders, candidates, and vendors. Strong organizational skills and attention to detail, with the ability to maintain accurate calendars, records, and task lists across multiple priorities and time zones. Understand the importance of keeping information associated with the correct client, project, or business activity. Sound judgment, initiative, and dependable follow-through. Able to anticipate practical needs, manage defined responsibilities with minimal oversight, and recognize when clarification or approval is required rather than make unsupported assumptions. Proficiency with business productivity and collaboration tools, such as Microsoft 365, Google Workspace, and Zoom, including document formatting, spreadsheets, shared calendars, and cloud-based file management. Experience with expense reporting and the ability to learn new systems efficiently are required. Discretion in handling confidential business, client, personnel, and financial information. A secure, private remote-work environment and reliable availability during agreed-upon working windows are essential, along with the ability to communicate progress, capacity constraints, and potential delays promptly. Working Arrangement Applicants must be located in the Pacific, Mountain, Central, or Eastern time zone, with dependable availability during mutually agreed-upon working windows and a secure, private remote-work environment. Responsibilities will be prioritized to fit the agreed-upon hours starting at 2–5 hours per week with the potential to grow to 15 hours per week as business needs evolve over the next year and beyond. Individual applicants only—no agencies, staffing firms, or subcontracted assistant arrangements. A background check is required following a conditional offer, with written authorization and in accordance with applicable law. #J-18808-Ljbffr