Executive Assistant - Full Time - Onsite Role

Job SummaryWe 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 ResponsibilitiesCalendar & 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** 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. High school diploma required; Associate's or Bachelor's degree preferred.***Highly organized with excellent time managementStrong written and verbal communicationProficient in Microsoft Office and Google WorkspaceAble to manage competing priorities independentlyFamiliar with basic accounting, invoicing, or billing toolsPreferred QualificationsExperience using Calendly, Smartsheet, or other scheduling/project toolsFamiliarity with billing or accounting systems (e.g., QuickBooks, Deel or )Background in recruiting coordination or HR administrationComfortable working in a distributed, fast-paced environmentTravel RequirementsThis role would require occasional travel to event and conferences

Created: 2025-05-04