Job Description:
The Executive Assistant (EA) / Operations Assistant is a critical support role responsible for ensuring the efficiency of executive leadership and the smooth functioning of daily business operations. You will act as a “gatekeeper” and strategic partner, managing complex schedules, filtering communications, and overseeing operational workflows. The ideal candidate is a proactive problem-solver who can anticipate the needs of leadership, manage confidential information with discretion, and maintain the “pulse” of the organization’s daily tasks.
Key Responsibilities
- Executive Support: Manage and optimize the executive’s calendar, prioritize meeting requests, and prevent scheduling conflicts across different time zones.
- Communication Gatekeeping: Act as the primary point of contact; filter emails, phone calls, and inquiries, drafting professional responses on behalf of leadership.
- Operational Workflow: Monitor and streamline internal processes, track project deliverables, and ensure that departmental deadlines are met.
- Documentation & Reporting: Prepare briefing notes, presentations (PowerPoint), and spreadsheets (Excel/Sheets) for high-level decision-making. Record meeting minutes and follow up on action items.
- Travel & Logistics: Organize end-to-end travel itineraries (flights, hotels, transport) and handle complex expense reporting.
- Project Management: Support or lead special organizational projects, such as event planning (Town Halls, offsites) or office-wide initiatives.
- Information Management: Maintain secure digital filing systems and handle sensitive/confidential company data with the utmost integrity.
Full Requirements
Core Skills
- Advanced Tech Proficiency: Mastery of Google Workspace or Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
- Digital Tool Savviness: Experience with project management software (e.g., Asana, Trello, or Monday.com) and video conferencing tools (e.g., Zoom, Teams).
- Strategic Time Management: Ability to prioritize tasks based on executive goals rather than just “first-come-first-served.”
- Professional Communication: Exceptional written and verbal communication skills; ability to represent the executive professionally in all interactions.
- Discretion: A proven track record of handling highly confidential information.
Qualifications & Attributes
- Experience: Typically 2–4+ years in an administrative, operations, or support role for senior management.
- Education: Bachelor’s degree in Business Administration, Office Management, or a related field (or equivalent professional experience).
- Adaptability: Ability to thrive in a fast-paced environment, shifting focus rapidly between competing priorities without losing composure.
- Initiative: A proactive “anticipatory” mindset—identifying and solving problems before they reach the executive level.
- Remote Work Capability: Reliable high-speed internet and a dedicated, professional workspace (essential for modern remote/hybrid ro