Executive Assistant (EA)
Our client is seeking an Executive Assistant to provide high-level administrative and operational support to senior executives. This role goes beyond basic admin tasks the EA acts as a gatekeeper, project manager, and trusted partner, ensuring executives are prepared, informed, and able to focus on strategic priorities.
Responsibilities:
- Manage complex executive calendars, including internal/external meetings, travel, and events.
- Anticipate conflicts, prioritize requests, and optimize time usage.
- Schedule across multiple time zones using Outlook or Google Calendar.
Communication & Correspondence:
- Draft, proofread, and send emails or memos on behalf of executives.
- Screen calls, messages, and requests, escalating only what requires executive attention.
- Serve as a liaison between executives, employees, clients, and partners.
Meeting Preparation & Follow-Up:
- Prepare agendas, talking points, and briefing documents.
- Collect and synthesize background materials ahead of meetings.
- Record minutes, track action items, and ensure follow-up.
Travel & Logistics:
- Coordinate domestic and international travel (flights, hotels, transportation).
- Prepare detailed itineraries and handle last-minute changes.
- Process reimbursements and expense reports.
Project Support:
- Assist with research, data gathering, and report preparation.
- Track progress on executive priorities and initiatives.
- Manage confidential information with discretion.
Administrative Operations:
- Maintain organized digital filing systems.
- Manage document version control and approvals.
- Support onboarding or offboarding of senior staff as needed.
What Makes You a Perfect Fit:
- Highly organized, detail-oriented, and proactive.
- Strong communicator with professional polish.
- Able to anticipate needs and problem-solve independently.
- Comfortable working in fast-paced, high-pressure environments.
Required Experience & Skills (Minimum):
- 3+ years of experience supporting senior executives.
- Proficiency with Microsoft Office and Google Workspace.
- Experience managing complex calendars and travel itineraries.
- Excellent written and verbal communication.
Ideal Experience & Skills:
- Prior experience in high-growth startups, professional services, or executive-level support roles.
- Familiarity with collaboration tools (Slack, Zoom, Notion, Asana).
- Experience handling sensitive or confidential information.
- Background supporting multiple executives simultaneously.
What Does a Typical Day Look Like?
An Executive Assistant's day revolves around keeping the executive organized, informed, and focused. You will:
- Begin by reviewing the executive's calendar and preparing briefing notes for the day.
- Screen emails and calls, flagging urgent items and drafting responses where appropriate.
- Coordinate meetings and logistics, ensuring agendas, materials, and follow-ups are clear.
- Manage travel plans and expense reports when required.
- Track executive priorities, following up with team members to ensure deliverables are met.
- Wrap the day by summarizing outstanding items, updating the calendar, and preparing tomorrow's agenda.
In essence: you are the executive's right hand, ensuring they operate at maximum efficiency and effectiveness.
Key Metrics for Success (KPIs):
- Calendar accuracy and minimized conflicts.
- Timely communication and follow-up on executive priorities.
- High satisfaction from executives and stakeholders.
- On-time completion of expense reporting and travel logistics.
- Reduced administrative burden on executives (measured by time freed).
Interview Process:
- Initial Phone Screen
- Video Interview with Pavago Recruiter
- Practical Task (e.g., draft an executive briefing memo or manage a sample scheduling scenario)
- Client Interview with Executives
- Offer & Background Verification