Executive Administrator

We are seeking a highly organized proactive and detail-oriented Executive Administrator to provide high-level administrative and operational support to senior leadership. The ideal candidate is a strong communicator problem-solver and strategic thinker who thrives in a fast-paced environment and can manage multiple priorities with discretion and professionalism.

This role requires exceptional time management confidentiality and the ability to anticipate executive needs before they arise.

Key Responsibilities

Executive Support

• Manage executive calendars schedule meetings and coordinate appointments across time zones
• Screen and prioritize emails and communications
• Prepare reports presentations and executive summaries
• Organize travel arrangements (flights accommodations itineraries)
• Track follow-ups and ensure deadlines are met

Communication & Coordination

• Serve as liaison between the executive and internal/external stakeholders
• Draft professional correspondence on behalf of leadership
• Prepare meeting agendas and document minutes
• Coordinate cross-functional projects and ensure alignment

Operations & Project Management

• Assist with special projects and strategic initiatives
• Maintain CRM project management tools and dashboards
• Track KPIs and prepare performance reports
• Support hiring onboarding and HR coordination when needed

Administrative Management

• Organize digital files and documentation systems
• Handle expense tracking and reimbursements
• Maintain confidentiality of sensitive business information
• Support event planning and logistics

Required Qualifications

• 2 years experience as an Executive Assistant or senior administrative role
• Excellent written and verbal English communication skills
• Strong proficiency in Google Workspace (Docs Sheets Calendar)
• Experience with tools such as Slack Notion Asana Trello or ClickUp
• Ability to handle confidential information with discretion
• Strong organizational and multitasking skills
• Proactive and solution-oriented mindset

Preferred Qualifications

• Experience supporting C-level executives or founders
• Experience working remotely with U.S. or international teams
• Familiarity with CRM systems (HubSpot Salesforce)
• Project management experience
• Background in operations marketing finance or HR support