Executive Assistant

We’re looking for a highly organized and proactive Executive Assistant to support an executive with inbox and calendar management, follow-ups, document organization, and basic reporting.

The ideal candidate can read and understand emails, determine the next step, handle routine matters independently, and escalate only items that require the executive’s input.

You’ll also prepare a brief daily summary of important emails, pending tasks, and follow-ups.

Key Responsibilities

Email & Inbox Management

• Manage and organize the executive’s inbox daily
• Read and understand emails and determine the appropriate next step
• Handle routine emails independently when possible
• Draft clear and professional email responses
• Flag emails that require the executive’s input or decision
• Prepare a daily summary of important emails, pending items, and follow-ups

Follow-Up & Task Management

• Track deadlines, action items, and follow-ups
• Take ownership of tasks that need to be completed later
• Proactively follow up on outstanding items

Calendar Management

• Manage the executive’s calendar and schedule
• Handle meeting requests and rescheduling
• Coordinate meetings and resolve scheduling conflicts
• Keep the calendar organized and up to date

Document & File Organization

• Organize files and documents in Google Drive and Dropbox
• Save and organize documents received by email
• Maintain clear and organized folder structures
• Track documents that require the executive’s review

QuickBooks & Reporting

• Run basic QuickBooks reports, including P&L and Balance Sheet
• Export and organize reports as needed
• Assist with basic administrative reporting

General Administrative Support

• Organize templates, contracts, and other important documents
• Support day-to-day administrative tasks
• Keep systems and workflows organized
• Anticipate needs and take initiative when possible

Required Skills & Experience

• 2+ years of experience as an Executive Assistant, Administrative Assistant, Administrative Associate, or similar role
• Strong written English communication
• Experience supporting an executive, founder, partner, or senior leader
• Background working in consulting, professional services, or consumer-focused businesses
• Experience managing email inboxes and calendars
• Strong organizational and follow-up skills
• Experience with Google Workspace, (Gmail and/or Outlook, Google Drive and/or Dropbox)
• Familiarity with QuickBooks
• Experience preparing financial or operational reports
• Comfortable working with documents, reports, and spreadsheets
• Ability to work independently and exercise good judgment

Ideal Candidate

The ideal candidate is someone who can become a trusted extension of the executive.

You are someone who:

• Reads between the lines and understands context
• Doesn't need to be told what to do with every email
• Knows when to act and when to escalate
• Writes thoughtful and polished emails
• Keeps track of details and follow-ups
• Protects the executive's time
• Is proactive without overstepping
• Can be trusted with sensitive information and day-to-day priorities