Executive Assistant - Full Time - Onsite Role

Job Summary

We are seeking a proactive and highly organized Executive Assistant to support the CEO in day-to-day operations, high-priority projects, and strategic initiatives. This role demands exceptional attention to detail, excellent communication skills, and the ability to manage a wide array of administrative and operational tasks with discretion and efficiency. You’ll be a key partner in helping the CEO stay focused, organized, and responsive in a fast-moving environment.

Key Responsibilities

Calendar & Inbox Management

Manage the CEO’s inbox and calendar, prioritize time-sensitive requests, schedule internal and external meetings, and coordinate travel arrangements with precision and confidentiality.

Interview Coordination

Organize and schedule candidate interviews, communicate with applicants, and liaise with hiring managers to ensure a smooth and timely recruitment process.

Billing & Payment Support

Track invoices, prepare billing summaries, process vendor payments, and assist with payment follow-ups and reporting using basic accounting or billing tools.

Document & Presentation Support

Draft, edit, and proofread proposals, slide decks, memos, and internal documentation. Ensure all materials are polished, accurate, and ready for review or presentation.

Client & Vendor Communication

Respond to general inquiries, coordinate follow-ups, and maintain positive communication with clients, consultants, and vendors on behalf of the CEO.

Sales and Marketing

Provide flexible support across departments—including sales, marketing, recruiting, and operations—based on shifting priorities in a startup environment.

Requirements

Experience:

2–5 years in an executive assistant, office management, or administrative role—preferably in a startup, small business, or consulting firm. Experience in recruiting, billing, or customer-facing roles is a plus.

Education:

High school diploma required; Associate’s or Bachelor’s degree preferred.

Skills:

Highly organized with excellent time management

Strong written and verbal communication

Proficient in Microsoft Office and Google Workspace

Able to manage competing priorities independently

Familiar with basic accounting, invoicing, or billing tools

Preferred Qualifications

Experience using Calendly, Smartsheet, or other scheduling/project tools

Familiarity with billing or accounting systems (e.g., QuickBooks, Deel or Bill.com)

Background in recruiting coordination or HR administration

Comfortable working in a distributed, fast-paced environment

Travel Requirements

This role would require occasional travel to event and conferences