Executive Assistant 21191

Employment Type: Full-time Independent Contractor

Work Model: Remote

Work Hours: US Business Hours alignment (Core overlap to match executive schedules)

We are seeking a proactive highly organized and commercially minded Executive Assistant to support two senior directors (serving as the primary operational and sales-pipeline right hand for the Lead Director).

In this seat your primary mandate is simple: give the directors their time back. You will transform executive operations by taking full ownership of diary scheduling inbox triage personal property administration and operational follow-ups. Crucially this is not a reactive administrative positionyou will act as a commercial partner managing the directors sales pipeline ensuring prospective deal follow-ups never stall and proactively prompting leadership on high-value sales actions to directly drive business growth.

1. Executive Operations & Inbox Governance

• Calendar & Diary Oversight: Proactively manage complex executive calendars resolve scheduling conflicts protect director focus time and coordinate pre-meeting contexts and agendas.

• Inbox Triage & Correspondence: Monitor organize and prioritize director inboxes; draft executive correspondence flag urgent communications and maintain tracking records of open client/partner threads.

• Operational Follow-Through: Follow up across internal teams external clients real estate agents and vendors to ensure all executive commitments and action items are completed on schedule.

2. Sales Pipeline Management & Commercial Support

• Pipeline Administration: Track deal flow prospect conversations and action items inside the CRM; maintain strict visibility over sales pipeline stages and follow-up deadlines.

• Executive Accountability: Prompt and remind the Lead Director when specific high-touch sales interactions or technical decisions require his direct input.

• Sales Cadence Preservation: Coordinate post-meeting communications and administrative deliverables so prospective revenue opportunities never stall due to administrative bottlenecks.

3. Personal & Property Administration

• Property Portfolio Management: Handle property-related invoicing track lease/contract documentation coordinate with real estate agents/managers and resolve administrative property tasks.

• Discreet Support: Manage sensitive personal and business executive tasks with strict confidentiality discretion and data security.

4. Business Development & Lead Sourcing (Growth Area)

• Market Sourcing: Research prospective commercial clients and build target lists to support company business development initiatives.

• Outreach Tracking: Support initial outreach campaigns track prospect responses and ensure smooth hand-offs to executive leadership.

• Professional Experience: 210 years of proven experience as an Executive Assistant Personal Assistant or Senior Administrative Specialist supporting C-suite executives founders or senior directors.

• Commercial & Pipeline Aptitude: Hands-on experience working alongside commercially focused executives with direct exposure to CRM pipeline management sales administration or business development workflows.

• Calendar & Inbox Mastery: Advanced proficiency managing multi-executive diaries complex travel logistics and high-volume email operations.

• Property & Administrative Literacy: Familiarity handling property-related administration basic financial invoices and multi-entity documentation.

• Communication & Discretion: Exceptional written and spoken English skills; highly articulate professional and discreet when handling confidential business and personal matters.

• High-Agency Mindset: A self-starter who looks ahead anticipates operational friction and executes independently without requiring constant supervision.

• Experience supporting executives across multiple distinct companies or business units simultaneously.

• Direct experience building administrative frameworks SOPs and tracking systems from the ground up in a growing organization.

• Experience with lead generation tools CRM software and real estate administration.

• Executive Capacity Creation: Demonstrably reducing time spent by directors on routine administrative property and scheduling tasks.

• Sales Pipeline Velocity: Zero dropped deal follow-ups; maintaining accurate real-time pipeline visibility across all active opportunities.

• Task Ownership & Autonomy: Proactively anticipating operational needs managing inbox threads to completion and establishing trusted execution without daily hand-holding.

Required Experience:

IC