Executive Assistant

About the Role

Our client in health and personal care is looking to hire an Executive Assistant who excels in organization, proactivity, and maintaining team alignment to ensure projects progress efficiently. This role involves close collaboration with company founders and executives to prioritize tasks, enhance communication, build processes, and guarantee that key initiatives meet deadlines and quality standards. An ideal candidate will be detail-focused, possess sharp business insight, and confidently foster team accountability.

Key Responsibilities

• Lead project management initiatives spanning various businesses and departments.
• Ensure leadership and teams remain aligned regarding priorities, deadlines, and deliverables.
• Develop sustainable systems such as trackers, dashboards, and operational workflows that support ongoing projects.
• Conduct structured meetings with clear agendas, document decisions, and follow up diligently on action items.
• Drive projects assertively forward and identify potential risks proactively to prevent issues.
• Create order and structure within dynamic and fast-paced work conditions involving multiple moving components.

• Administer complex and often changing calendars for multiple executives across different time zones.
• Manage email inboxes by prioritizing, drafting replies, highlighting urgent matters, and clearing non-essential communications.
• Arrange both domestic and international travel plans, including itineraries and expense processing.
• Prepare executives thoroughly for meetings by providing briefs, context, agendas, and related background information.
• Act as a gatekeeper to protect executives’ focus time, making informed decisions about communications that require leadership attention.
• Handle confidential and sensitive information with utmost discretion.
• Anticipate executive needs and ensure task completion before requests are made.
• Manage personal and ad-hoc demands to sustain leadership productivity at optimal levels.

Candidate Qualifications

• Exceptional organizational skills and attention to detail.
• High analytical ability combined with a sense of urgency and sound business judgment.
• Strong verbal and written communication skills with confidence and executive presence.
• Inherently responsible with a natural inclination to hold self and others accountable.
• Excellent discernment to prioritize tasks by urgency and importance effectively.
• Trustworthy with sensitive and confidential information.
• Advanced proficiency in Excel, Google Sheets, project management software, and calendar/inbox management tools.
• Adept at juggling multiple tasks and switching contexts without losing focus.
• Resourceful, proactive, and solutions-driven mindset.
• Comfortable and thriving in a fast-moving, high-performance workplace environment.