Overview

We are seeking an operations minded Executive Assistant to support an executive across business priorities and personal logistics. This role blends high ownership executive support with hands on operational coordination, structured follow through, and building simple systems that keep communication and execution moving without bottlenecks.

Primary Outcomes

1. Inbox and calendar are organized, triaged, and consistently under control

2. Commitments, tasks, and recurring routines are captured, tracked, and closed on time

3. Operational support runs smoothly across multiple workstreams with clear priorities and clean handoffs

4. Executive focus time increases through strong triage, prioritization, and proactive follow up

Key Responsibilities

Executive and Admin Support

1. Manage email across multiple inboxes, including triage, drafting responses, organizing folders, and maintaining an efficient filing system

2. Manage calendars across Google Calendar and coordinate with an Outlook work calendar

3. Maintain and run daily and weekly checklists, reminders, and recurring routines

4. Track action items, follow ups, and deadlines. Ensure loop closure on all commitments

5. Coordinate personal logistics such as appointments and travel planning

Operations and Coordination Support

1. Support structured operational tasks that require consistency and documentation

2. Provide first line communication triage, using templates and routing rules, escalating priority items with context and recommended next steps

3. Coordinate scheduling for partner, client, and stakeholder conversations and maintain follow up cadence

4. Support light marketing execution such as tool setup and scheduling pre written content as directed

5. Provide light bookkeeping support in QuickBooks such as transaction entry and categorization, and bill monitoring with defined escalation and approvals

Required Skills and Experience

1. 3 plus years experience as an Executive Assistant, Operations Assistant, or similar role supporting a founder or fast paced leader

2. Strong written communication and excellent judgment in inbox and external facing scenarios

3. Highly organized with strong attention to detail and consistent follow through

4. Comfortable working across multiple systems and accounts, including email and calendar platforms

5. Able to work with defined processes and also help improve and document them over time

6. Basic familiarity with QuickBooks or willingness to learn quickly

Working Style and Traits

1. Proactive and dependable. Closes loops without repeated prompting

2. Comfortable with shifting priorities and ambiguity

3. Process oriented. Builds simple systems for task tracking and follow up

4. Discreet and trustworthy with sensitive information

Tools and Systems

1. Google Calendar and Outlook calendar coordination

2. Email management across personal and business accounts

3. Task tracking system to be aligned with the executive

4. QuickBooks for transaction entry and bill monitoring

5. Basic marketing and scheduling tools as needed

Nice to Have

1. Prior experience supporting both business and personal logistics for an executive

2. Experience with customer or client communication triage and escalation

3. Experience with QA testing workflows, documentation, or process improvement