Executive Assistant (Executive Inbox & Operations–Focused)
Role Overview
We are seeking a highly reliable and detail-oriented Executive Assistant whose primary responsibility is to manage and protect the executive’s inbox while supporting finance-focused operational workflows. This role prioritizes strong judgment, organization, and follow-through over years of experience. The ideal candidate can independently manage high-volume email communication, identify priorities, and ensure nothing critical is missed.
Core Priority: Executive Email & Communication Management
- Own and manage the executive’s email inbox on a daily basis.
- Review, triage, categorize, and prioritize incoming messages.
- Draft and send responses on behalf of the executive when appropriate.
- Flag urgent or sensitive matters requiring immediate attention.
- Track follow-ups and ensure timely responses without reminders.
- Maintain a clear, organized inbox structure to reduce executive overload.
- Manage shared inboxes and communication threads as needed.
This is a key success factor for the role. Candidates should be confident managing inboxes with minimal oversight.
Executive & Administrative Support
- Track action items from client and internal meetings and proactively follow through until completion.
- Assist with scheduling, calendar management, and meeting coordination.
- Provide day-to-day executive and administrative support.
- Support invoicing and administrative processes as responsibilities transition over time.
Financial & Workflow Coordination
- Assist with invoice tracking, payment coordination, and documentation.
- Organize financial records and supporting documents.
- Support approval workflows and internal process tracking.
- Coordinate non-accounting communications related to finance or bookkeeping workflows.
- Handle sensitive financial information with confidentiality and discretion.
Presentations & Webinar Support
- Create professional presentations using Canva for:
- Board and internal presentations
- Financial statement summaries
- Webinars and workshops
- Draft initial versions and revise based on feedback.
- Maintain brand and presentation consistency.
Systems & Tools Exposure (Preferred, Not Required)
The Executive Assistant will work within a cloud-based environment. Prior exposure is a plus, but adaptability and willingness to learn are more important:
- Google Workspace (Gmail, Drive, Docs, Sheets)
- Microsoft Office (Excel, Word, PowerPoint)
- MS Teams & SharePoint
- Zoom and Fathom
- Missive or other shared inbox tools
- QuickBooks Online (QBO) and/or Xero (support level)
- Plooto, Dext, ApprovalMax, Bill.com
- Financial Cents or similar workflow tools
- Dropbox, LastPass, Loom
Professional Expectations
- Exceptionally organized with strong written communication skills.
- High attention to detail and strong judgment in handling communications.
- Reliable, responsive, and punctual.
- Able to work independently and anticipate needs.
- Comfortable operating in a structured, finance-focused environment.
Experience & Fit
- Prior experience managing executive or client-facing inboxes is strongly preferred.
- Experience supporting finance, accounting, or professional services environments is a plus.
- Competence, ownership, and consistency matter more than years of experience.
Language Skills (Nice to Have)
- Ability to support French-language email responses (directly or via translation tools) is a plus.