Core Responsibilities:
Executive Support & Communication:
- Manage executive calendars, inboxes, and priorities to ensure maximum productivity (aim for inbox zero).
- Draft, proof, and send professional internal and external communications on behalf of leadership.
- Prepare meeting briefs, agendas, and follow-ups ensuring executives are always context-ready.
- Coordinate meetings with internal and external stakeholders across multiple time zones.
- Manage task lists and close 90%+ of delegated items within 48 hours.
- Track deadlines, commitments, and action items to ensure timely execution.
- Maintain proactive oversight of ongoing projects to ensure on-time delivery.
Operational Systems & Workflow Management:
- Maintain dashboards and documentation in Notion, Asana, and other internal tools.
- Create, update, and refine SOPs to improve consistency and operational efficiency.
- Build structure around recurring workflows through automation and process mapping.
- Monitor task completion and reduce recurring errors or missed deadlines.
- Streamline recurring workflows and support cross-functional operational processes.
- Facilitate team communication, shared workspaces, and progress tracking systems.
- Support operations including vendor coordination and task management.
Calendar, Travel & Administrative Coordination:
- Own complex calendar management including internal meetings, external calls, and priority-based scheduling.
- Coordinate and book travel arrangements (flights, hotels, transportation) with detailed itineraries.
- Handle inbox triage: flag urgent messages, draft replies, file emails, and ensure nothing slips through.
- Support legal and administrative documentation (routing forms, signatures, deadline tracking).
- Coordinate personal appointments, reservations, and occasional household/vendor support as needed.
- Protect executive time by managing schedule conflicts and ensuring adequate focus time.
Research, Documentation & Strategic Projects:
- Conduct industry, competitor, and market research to support executive decision-making.
- Compile concise briefs, summaries, and actionable insights from research.
- Manage internal communications such as weekly team updates and stakeholder notes.
- Research new tools and AI automations to improve operational speed and accuracy.
- Support reporting on performance metrics, market trends, and strategic opportunities.
- Identify potential issues early and propose proactive solutions.
- Assist with special projects including light due diligence and business development initiatives.
Requirements:
Must-Haves (Required):
- Experience: 1-2+ years as an Executive Assistant, Admin Specialist, Operations Partner, or supporting C-level executives in fast-paced environments.
- Executive Support: Proven ability to manage calendars, inboxes, and founder/CEO-level communication.
- Communication: Excellent written and verbal English communication skills; clear, concise, and professional.
- Organization: Exceptional attention to detail, organization, and time management capabilities.
- Tech Proficiency: Comfortable with Google Workspace, Microsoft Office, and modern productivity tools.
- Proactive Mindset: Strong ownership mentality with ability to anticipate needs and take initiative.
- Discretion: High levels of confidentiality and professionalism when handling sensitive information.
- Remote Experience: Demonstrated ability to work remotely with leaders across time zones.
- Problem-Solving: Ability to think critically, manage competing priorities with urgency and precision.
- Follow-Through: Demonstrated reliability in completing tasks and meeting deadlines consistently.
Nice-to-Haves (Preferred):
- Bachelor's degree preferred.
- Background in healthcare, startups, AgTech, telecommunications, or project management.
- Experience building SOPs, internal systems, or operational documentation.
- Exposure to AI tools for automation and productivity enhancement.
- Familiarity with analytics, reporting, or data-driven decision support.
- Experience supporting M&A, investor relations, or due diligence processes.
- Experience with CRM systems or project coordination tools.
- Basic spreadsheet skills (sorting, filtering, formulas like SUM, IF, VLOOKUP).
- Prior startup or high-growth company experience.
Tools Proficiency:
Must-Haves (Required):
- Email & Messaging: Gmail, Outlook, Slack, Microsoft Teams, WhatsApp.
- Calendar & Scheduling Tools.
- Google Workspace (Docs, Sheets, Drive, Calendar).
- Microsoft Office Suite (Word, Excel, PowerPoint).
- Zoom or equivalent video conferencing platforms.
- AI Tools: ChatGPT, Claude, Perplexity, or similar AI assistants.
Nice-to-Haves (Preferred):
- Project Management: Notion, Asana, Trello, ClickUp, Airtable.
- Automation: Zapier or similar workflow automation tools.
- CRM Platforms: Pipedrive, HubSpot, Salesforce, ConnectWise.
- Finance: QuickBooks or similar bookkeeping tools.
- E-commerce: Amazon Seller Central, Shopify.
- Communication: Loom for video messaging.
- LinkedIn for professional networking and outreach.
