Executive Assistant

Position Overview

We are looking for a detail-oriented and proactive Executive Assistant / Operations Coordinator to offer comprehensive administrative and operational support to senior leaders while promoting seamless daily team functions. This pivotal position manages executive scheduling, communications, reporting, and client onboarding activities with professionalism and discretion, particularly in a fast-moving environment.

Key Responsibilities

• Deliver executive-level administrative assistance by managing priorities and coordinating daily tasks for senior management.
• Organize both internal and external meetings including booking venues, handling virtual meeting logistics, equipment setup, and catering arrangements.
• Maintain meticulous electronic and paper filing systems, ensuring documents are accurate, updated, and accessible.
• Handle confidential information with the utmost care, supporting sensitive administrative issues professionally.
• Plan and arrange domestic and international travel itineraries, lodging, and logistics according to company guidelines.
• Oversee incoming correspondence and dispatch communications to relevant parties promptly.
• Act as a communication bridge among internal teams, clients, and external collaborators to ensure smooth follow-ups and exchanges.
• Prioritize and filter emails, requests, and other communications, assigning them to appropriate contacts when needed.
• Support client onboarding by managing precise records using internal databases and CRM systems like Salesforce.
• Coordinate planning and scheduling of meetings and onboarding sessions involving new clients and external partners.
• Prepare and update operational reports, dashboards, and administrative records to aid business functions.
• Assist with routine operational tasks and administrative duties to maintain efficient daily workflows.
• Administer shared mailboxes and facilitate team communication efforts.
• Schedule and organize internal training, educational sessions, webinars, and team events.
• Provide general operational assistance and support special projects as assigned.