Executive Assistant (Calendar, Travel & Strategic Admin)
Executive Assistant (Calendar, Travel & Strategic Admin)
Posted on :
08-08-2025
Employer Active
1 Vacancy
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Job Description
Key Responsibilities
1. Calendar Ownership & Time Optimization
- Take full ownership of the executive s calendar manage meetings block work time and maintain weekly rhythms.
- Review requests and determine what gets scheduled rescheduled or declined.
- Prioritize high-leverage use of the executive s time (not just what fits ).
- Ensure calendar invites are clean clear and include prep docs or agendas where necessary.
2. Travel Planning & Itinerary Management
- Book travel (flights hotels airport pickups etc.) and ensure all travel documents and confirmations are in place.
- Create detailed well-structured travel itineraries that include time zone planning buffers and event requirements.
- Handle last-minute changes swiftly and calmly providing alternative options without disrupting flow.
- Coordinate with local contacts or event hosts to ensure smooth transitions on the ground.
3. Communication & Correspondence
- Draft and send follow-ups nudges confirmations and quick comms on behalf of the executive.
- Coordinate logistics with stakeholders and ensure everyone s in the loop.
- Manage WhatsApp Web and inbox support where needed ensuring the executive is only seeing what matters most.
4. Meeting Coordination & Documentation
- Schedule meetings with clear SOPs: set agenda confirm attendees prep the exec if necessary.
- Organize Zoom/Google Meet links location details and materials ahead of each meeting.
- Take notes or ensure someone is documenting outcomes and action points.
- Organize meeting summaries in a central system (e.g. Notion or Google Drive).
5. Executive Workflow Management
- Track pending tasks and important follow-ups ensuring nothing slips through the cracks.
- Maintain a dashboard or weekly report on key priorities status updates and what needs attention.
- Proactively surface reminders deadlines and prep needs to the executive.
6. System & SOP Development
- Build repeatable templates for things like call invites meeting notes travel itineraries etc.
- Set up and improve processes in Notion Google Workspace or other productivity tools.
Document workflows that others can use or scale as the team grows
Requirements
- 2 4 years of experience as an Executive Assistant or in an operations role.
- Proven experience managing executive calendars and complex travel itineraries.
- Highly organized great at building and maintaining structure.
- Strong written communication skills and high attention to detail.
- Familiar with Notion Google Calendar WhatsApp Web Google Docs/Sheets Zoom Calendly.
Employment Type
Full Time
Key Skills
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