Position Summary
We are seeking a highly organized, proactive, and strategic Executive Assistant to serve as a trusted partner to a dynamic executive leading multiple high-impact initiatives across corporate leadership, strategic operations, professional development, community engagement, family priorities, and personal operations.
This is not a traditional Executive Assistant position. The Executive Assistant will function as an extension of the executive, creating structure, driving accountability, managing operations, coordinating communications, and anticipating needs before they arise. This role blends executive support, project management, operations, and strategic planning to ensure priorities move forward withexcellence.
The ideal candidate thrives in fast-paced environments, exercises exceptional judgment, communicates professionally with stakeholders at every level, and enjoys bringing clarity
and organization to complexity. This role exists to create leverage by enabling the executive to focus on leadership, strategic decision-making, relationship building, professional growth, financial opportunities, and long-term impact.
Mission
Create leverage.
Remove friction. Build systems. Anticipate needs. Own execution. The Executive Assistant creates capacity by managing operational, administrative, logistical, and strategic responsibilities so the executive can focus on the work that only they can do.
Areas of Responsibility:
Executive Operations
• Own and manage the executive calendar across business, board, professional, community, family, and personal commitments.
• Coordinate calendar scheduling, meeting logistics, and scheduling priorities while protecting executive time.
• Prepare agendas, executive briefings, presentation materials, meeting notes, and follow-up documentation.
• Track recurring meetings, board commitments, project deadlines, strategic priorities, and major milestones.
• Monitor action items, send timely reminders, and ensure commitments are completed.
• Anticipate scheduling conflicts and proactively recommend solutions.
• Coordinate with internal and external stakeholders to ensure meetings are well
prepared and decisions continue moving forward.
• Reduce operational friction by identifying loose ends, closing gaps, and ensuring nothing falls through the cracks.
Executive Planning & Prioritization
• Maintain a rolling view of executive priorities, upcoming commitments, deadlines, launches, and deliverables.
• Conduct weekly planning sessions and prepare executive priority reports.
• Help prioritize competing initiatives and recommend tradeoff decisions when priorities shift.
• Surface risks, dependencies, conflicts, and bottlenecks before they become issues.
• Recommend process improvements that increase executive capacity and operational effectiveness.
Strategic Project Management
• Maintain executive project plans, dashboards, timelines, and operational reporting.
• Coordinate cross-functional stakeholders and monitor progress across strategic initiatives.
• Develop repeatable workflows, templates, operating procedures, and
documentation.
• Track risks, decisions, dependencies, and deliverables.
• Drive accountability through regular follow-up, status reporting, and executive check-ins.
• Improve operational efficiency through systems thinking and process optimization.
Communications
• Draft executive emails, presentations, reports, talking points, and strategic communications.
• Manage inbox communications, meeting summaries, and follow-up correspondence.
• Coordinate communications with executives, clients, partners, vendors, and community stakeholders.
• Ensure timely responses and professional communication across all priorities.
Relationship Management
• Maintain executive relationship management systems.
• Track key relationships and engagement opportunities.
• Coordinate networking follow-ups, introductions, and executive correspondence.
• Support ongoing relationship-building with executives, investors, partners, clients, and community leaders.
Meeting & Event Management
• Coordinate executive meetings, retreats, conferences, speaking engagements, board meetings, and networking events.
• Manage logistics, vendors, travel, guest lists, meeting materials, and event preparation.
• Capture meeting outcomes, decisions, and action items while ensuring follow-through.
Research & Executive Support
• Research companies, industries, competitors, vendors, software, and strategic opportunities.
• Prepare executive briefing documents with organized recommendations.
• Research executive education, conferences, certifications, and leadership
development opportunities.
• Gather information to support strategic decision-making and business initiatives.
Executive Lifestyle & Personal Operations
• Coordinate travel arrangements for the executive and immediate family.
• Manage scheduling of personal, medical, educational, and family appointments.
• Research scholarships, college planning resources, campus visits, educational programs, and application timelines.
• Support administrative aspects of career searches for designated family members, including opportunity research, application tracking, interview scheduling, and follow-up.
• Research trusted financial advisors, tax professionals, attorneys, healthcare providers, and other specialists.
• Coordinate meetings and documentation related to financial planning and wealth management.
• Research travel options, purchases, vendors, and service providers while presenting organized recommendations.
• Coordinate family logistics, reservations, and special events.
• Track important personal deadlines, renewals, registrations, and recurring responsibilities.
• Handle confidential personal information with the highest level of discretion.
Administrative Operations
• Process expense reports, reimbursements, and executive purchases.
• Maintain organized digital filing systems and documentation.
• Coordinate contracts, approvals, document signatures, subscriptions, renewals, and administrative workflows.
• Maintain accurate records and operational documentation.
Technology & Productivity
• Manage and optimize productivity platforms including ClickUp, Asana, Monday.com, Wrike, Notion, Airtable, Salesforce, HubSpot, Slack, Microsoft 365, Google Workspace, and Zoom.
• Leverage AI tools such as ChatGPT, Microsoft Copilot, Claude, Gemini, and other emerging technologies to improve productivity, research, communication, and workflow automation.
• Identify and recommend new tools that improve executive effectiveness and operational efficiency.
Qualifications
Required
• 2-5 years supporting senior executives, founders, CEOs, COOs, or executive leadership.
• Exceptional organizational, communication, and project management skills.
• Strong business judgment with the ability to anticipate needs and solve problems proactively.
• High level of professionalism, discretion, and confidentiality.
• Ability to manage multiple priorities independently in a fast-paced environment.
• Advanced proficiency with Microsoft Office and Google Workspace.
Preferred
• Experience supporting executives leading multiple businesses, initiatives, or organizations.
• Experience with ClickUp, Asana, Monday.com, Wrike, Slack, Microsoft Teams, Zoom, Salesforce, HubSpot, Notion, Airtable, and AI productivity tools.
• PMP, CAP, CSM, or comparable professional certifications.
• Experience building systems, operating rhythms, and executive workflows.
Core Competencies
• Strategic Thinking
• Executive Presence
• Operational Excellence
• Anticipation & Initiative
• Ownership & Accountability
• Project Management
• Communication
• Relationship Management
• Systems Thinking
• Resourcefulness
• Emotional Intelligence
• Adaptability
• Confidentiality
• Problem Solving
• Time Management
• Continuous Improvement
Ideal Candidate Profile
The ideal candidate is someone who:
• Thinks several steps ahead.
• Creates order from complexity.
• Builds systems that improve efficiency.
• Protects executive time and attention.
• Communicates professionally with stakeholders at every level.
• Transitions seamlessly between strategy and execution.
• Is resourceful, dependable, and proactive.
• Takes ownership without waiting to be asked.
• Enjoys solving problems and improving how work gets done.