Executive Assistant

About the role

We’re looking for an organized, dependable Executive Assistant to support a senior executive and help keep daily priorities on track.

This person will coordinate scheduling, communication, meeting preparation, travel, and follow-up. They’ll work closely with the executive to learn their preferences, establish effective routines, and take on more ownership over time.

Our ideal candidate communicates clearly, follows through on commitments, and is eager to learn. They’re comfortable asking questions, adapting when priorities change, and handling sensitive information with discretion.

Key responsibilities

• Maintain the executive’s calendar, schedule meetings, and flag scheduling conflicts.
• Help organize incoming emails and requests, draft routine correspondence, and bring important items to the executive’s attention.
• Prepare meeting agendas, materials, and relevant background information.
• Take meeting notes, track action items, and follow up on agreed next steps.
• Coordinate travel, accommodations, transportation, and itineraries.
• Communicate professionally with team members, clients, partners, and other stakeholders.
• Maintain task lists and reminders to help keep commitments and deadlines on track.
• Keep documents, contacts, and records organized and accessible.
• Prepare expense reports and coordinate routine administrative needs.
• Learn the executive’s preferences and suggest practical ways to improve daily workflows.
• Handle confidential personal and business information with care.

What we’re looking for

• 1–3 years of experience in administrative support, scheduling, project coordination, or a similar role.
• Strong organization and attention to detail.
• Clear, professional written and verbal communication.
• Dependability and consistent follow-through.
• Willingness to learn, receive feedback, and ask questions when priorities or instructions are unclear.
• Comfort using email, calendars, documents, and spreadsheets, with the ability to learn new tools.
• Flexibility when plans change and the ability to manage multiple tasks with guidance.
• Discretion and professionalism when handling sensitive information.

Preferred experience

• Experience supporting a business owner, executive, or team.
• Experience scheduling meetings, arranging travel, or tracking project tasks.
• Familiarity with project management tools.

What success looks like

The executive’s calendar and administrative tasks are well organized. Meetings are prepared, travel details are accurate, and follow-ups happen on time. The assistant communicates early when something needs attention and builds confidence and independence as they learn the role.