Executive Assistant

Job Description

Job Description

Executive Assistant

Summary

We are seeking an experienced, highly organized, proactive, and dependable Executive Assistant to work directly with company leadership. This is first and foremost an Executive Assistant role, with responsibility across three areas: executive support, business and project compliance support, and personal assistant support. The person in this role will help manage the executive's schedule, inbox, priorities, communications, follow-ups, and day-to-day administrative needs while also supporting selected compliance activities and personal responsibilities.

The right person will be someone who brings structure to a fast-moving environment, understands how to prioritize, communicates well, and follows things through without needing constant direction. They should be comfortable working closely with leadership, handling confidential information, and shifting between professional and personal responsibilities as needed.

Executive Support

A significant part of this role is helping the executive stay organized, focused, and prepared. This includes managing the calendar, keeping the inbox organized, coordinating meetings and appointments, and helping maintain visibility around priorities, commitments, and follow-ups.

Key responsibilities may include:

• Managing and maintaining the executive's calendar, including scheduling, confirming, and rescheduling meetings, calls, and appointments.
• Reviewing upcoming commitments and identifying conflicts, deadlines, preparation needs, or scheduling issues.
• Helping organize and manage the executive's inbox so important communications remain visible and actionable.
• Tracking follow-ups, open items, and commitments to help ensure important details do not get lost.
• Drafting routine communications and coordinating with employees, clients, vendors, consultants, attorneys, accountants, and other outside professionals.
• Conducting research, gathering information, and coordinating services or meetings as needed.
• Helping leadership stay focused on the highest-priority items by reducing unnecessary administrative work.

Business & Project Compliance Support

The role will also include some light business and project compliance support. This is not a project management, project controls, or construction management position. The focus is primarily administrative: helping maintain organized records, following up on required documentation, and keeping routine compliance items moving.

This may include:

• Maintaining and organizing project and business records, including certificates of insurance, contracts, safety documentation, licenses, vendor records, and client requirements.
• Tracking missing, expired, or incomplete documentation and following up with the appropriate person.
• Maintaining simple compliance trackers, checklists, and deadline reminders.
• Organizing files so current documents are easy to find and information is not scattered.
• Coordinating routine documentation requests with clients, vendors, employees, and outside partners.
• Supporting basic client-facing administrative communication and follow-up.
• Escalating issues that require leadership review or a business decision.

The intent is for this person to support compliance and client coordination without taking ownership of project controls, invoicing, or operational management.

Personal Assistant Support

The Executive Assistant will also provide personal administrative support to the executive. The purpose of this part of the role is to reduce the amount of time leadership spends coordinating everyday personal logistics and administrative tasks.

Responsibilities may include:

• Scheduling personal appointments and coordinating personal commitments.
• Researching and contacting attorneys, accountants, financial professionals, healthcare providers, contractors, cleaners, consultants, and other service providers.
• Making reservations and coordinating travel, household services, deliveries, and other personal logistics.
• Researching products, services, vendors, or options and presenting organized recommendations.
• Requesting quotes, making calls, scheduling services, and following through until matters are resolved.
• Managing reminders for personal deadlines, renewals, appointments, and commitments.
• Assisting with purchases, records, errands, or other administrative needs as requested.

The expectation is that personal requests are handled with the same level of organization and follow-through as business responsibilities. When something is assigned, the Executive Assistant should be comfortable moving it forward promptly rather than allowing it to sit untouched.

Working Style

This role is best suited for someone who naturally thinks ahead and keeps track of what is still outstanding. The environment moves quickly, and priorities will occasionally shift, so the Executive Assistant must be comfortable adjusting while still maintaining organization and continuity.

The person in this role should be able to take a request, understand what needs to happen next, and move it forward without requiring detailed instruction at every step. Sometimes that may mean scheduling an appointment, following up with a client, collecting a document, or researching a service provider. Other times it may simply mean recognizing that something has been sitting too long and needs attention.

Strong communication is important. If something cannot be completed immediately, there should be clear visibility around where it stands, what is still needed, and what the next step is.

What Success Looks Like

Success in this role means leadership feels more organized and has fewer administrative details competing for their attention. The calendar should be accurate and thoughtfully managed. The inbox should be organized and easier to navigate. Meetings and appointments should be coordinated properly. Follow-ups should happen. Client and compliance documentation should be easy to locate. Personal administrative needs should move forward without repeated reminders.

Over time, the Executive Assistant should develop a strong understanding of the executive's priorities, working style, and preferences. The goal is to become a trusted support person who creates continuity, reduces unnecessary administrative workload, and helps make sure important details are handled.

Ideal Candidate

The ideal candidate has prior experience providing executive or high-level administrative support and is comfortable working directly with a business owner, entrepreneur, executive, or senior leader.

They should be:

• Highly organized, responsive, and detail-oriented.
• Proactive and comfortable working independently.
• Strong with calendar and inbox management.
• Resourceful and able to research solutions without needing step-by-step direction.
• Comfortable communicating professionally with clients, vendors, and outside professionals.
• Trustworthy and discreet with confidential business and personal information.
• Comfortable balancing business and personal responsibilities.
• Able to manage shifting priorities without losing track of important details.
• Comfortable with light compliance and project-related administrative work.
• Strong with follow-up and closing open loops.

Strong proficiency with Google Workspace, Microsoft Office, calendars, email, spreadsheets, documents, and task-management tools is preferred.

Position Type

Part-Time — Approximately 20 Hours Per Week, with the opportunity to grow into a full-time position for the right candidate. The exact mix of executive support, business and project compliance support, and personal assistant responsibilities may shift from week to week based on leadership's priorities. Flexibility, discretion, responsiveness, sound judgment, and consistent follow-through are important to success in the role.

As the role develops and the needs of the business evolve, there may be an opportunity for the right person to take on additional responsibilities and transition into a full-time position.