Senior Executive Assistant

Responsibilities

Executive Support

• Manage and prioritize schedules for senior executives, ensuring alignment with organizational goals.
• Coordinate meetings, prepare agendas, take minutes, and track follow-up actions.
• Serve as the primary point of contact between executives and internal/external stakeholders, maintaining professionalism and discretion.

Administrative Operations

• Oversee daily office operations, resolving issues promptly.
• Handle confidential documents and correspondence while maintaining data integrity and security.
• Create and refine presentations, reports, and other documentation for internal and external use.

Client and Project Coordination

• Schedule and manage client communications, meetings, presentations, and deliverables.
• Track project milestones, deadlines, and resource allocation, supporting project teams.
• Collaborate with leadership to ensure alignment of project activities with strategic goals.

Digital and Industry Expertise

• Utilize tools such as Slack, Trello, Asana, or similar platforms for communication and project management.
• Assist in maintaining digital assets, including website updates or client portals.
• Stay updated on industry trends to provide insights and support strategic decisions.

Event and Travel Management

• Organize company events, team-building activities, and executive travel itineraries.
• Coordinate logistics for conferences, workshops, and client events.

Qualifications

• Experience: Minimum 5+ years as an Executive Assistant, preferably in a creative, digital, or tech-focused environment.
• Skills:
  • Strong organizational, time-management, and multitasking abilities.
  • Proficiency in Google Workspace, Microsoft Office Suite, and project management tools.
  • Strong written and verbal communication skills.
• Knowledge:
  • Familiarity with web development, digital marketing, or technology landscape is a plus.
• Personal Attributes:
  • Detail-oriented with a proactive, problem-solving mindset.
  • Ability to handle sensitive information with discretion.
  • Adaptable and resourceful in a fast-paced environment.

Additional Tasks

1. Basic bookkeeping, payroll, invoice generation.
2. General business administration including HR, payroll, and vendor management.
3. Calendar, travel/reservations, and email management (business and personal).
4. Support in process and systems optimization.
5. Tech and marketing experience.
6. Third-party software setup support.