Executive Assistant

We are looking for an exceptional Executive Assistant who thrives on creating structure, driving accountability, and ensuring nothing falls through the cracks.

This is not a traditional Executive Assistant role focused solely on scheduling meetings and managing calendars. Instead, you will become a trusted partner to the Founder, transforming ideas into action, creating systems, and ensuring priorities are executed efficiently.

Key Responsibilities

• Own the architecture of the Founder's calendar, protecting strategic focus time and ensuring priorities are aligned.
• Defend protected calendar blocks while balancing changing priorities and urgent business needs.
• Manage complex scheduling, meetings, appointments, and travel arrangements.
• Coordinate travel logistics, accommodations, expenses, and executive itineraries.
• Triage and manage the Founder's inbox, prioritizing communications and drafting routine correspondence.
• Prepare professional emails, letters, reports, presentations, and other executive documentation.
• Liaise confidently with clients, vendors, advisors, and internal stakeholders while maintaining professionalism and discretion.
• Convert meetings, conversations, and voice notes into structured documents, action plans, and completed work.
• Capture decisions made in meetings or informal conversations and proactively turn them into tracked tasks without being prompted.
• Track commitments, deadlines, and deliverables across the leadership team, ensuring accountability through completion.
• Prepare comprehensive pre-meeting briefing packs and record post-meeting action items, ensuring all follow-ups are assigned and completed.
• Design, implement, and maintain systems that improve organization, efficiency, and executive productivity.
• Proactively identify gaps, potential issues, and opportunities for process improvement.
• Ensure projects, communications, and priorities are organized and executed efficiently.
• Support client relationship management and assist with client intake coordination where required.
• Handle confidential legal, financial, and executive information with the highest level of discretion.
• Coordinate vendors, external advisors, and service providers as needed.

Requirements

• Minimum 5 years of experience supporting a Founder, Managing Partner, CEO, or C-suite executive.
• Experience working within an entrepreneurial, fast-paced environment.
• Professional services or law firm experience is highly preferred.
• Experience building and maintaining systems, workflows, or tracking processes.
• Excellent written and verbal English communication skills.
• Outstanding organizational and time management abilities.
• Ability to work independently with minimal direction.
• High level of discretion when handling confidential information.
• Strong decision-making and problem-solving skills.