Secretary / Executive Assistant

• A. Calendar & Time ManagementOwn the executive's calendar end-to-end: schedule, reschedule, and resolve conflicts without needing hand-holding.
• Prioritize meeting requests against business goals and protect focus/deep-work time.
• Build in buffers for travel time, prep time, and overruns.
• B. Communication & CorrespondenceTriage the inbox daily; draft and send routine correspondence on the executive's behalf.
• Screen calls and messages, escalating only what genuinely needs the executive's attention.
• Maintain a consistent, professional tone matching the executive's voice in written communication.
• C. Meeting Preparation & Follow-ThroughPrepare agendas, briefing notes, and pre-reads before every meeting.
• Attend meetings (in-person or virtual) to take notes/minutes when required.
• Track action items post-meeting and follow up with stakeholders to close open loops.
• D. Travel & LogisticsPlan and book domestic and (where relevant) international travel: flights, hotels, ground transport, visas.
• Prepare detailed itineraries with contingency options.
• Reconcile travel expenses against company policy.
• E. Document & Information ManagementPrepare and proofread presentations, reports, and correspondence (PowerPoint/Excel/Word or Google equivalents).
• Maintain an organized, easily retrievable filing system (digital and physical).
• Handle basic research requests and compile information into decision-ready summaries.
• F. Confidentiality & DiscretionHandle financial, personal, HR, and strategic information with strict confidentiality.
• Apply judgment on what to escalate versus resolve independently.
• Maintain secure record-keeping practices for sensitive documents.
• G. Vendor & Office CoordinationLiaise with vendors, service providers, and office staff on the executive's behalf.
• Track and process expense reports and invoices relevant to the executive's office.
• Coordinate logistics for small internal events, offsites, or client visits.
• H. Light Project & Task CoordinationOwn small workstreams or recurring processes independently (e.g., tracking a hiring pipeline, coordinating a vendor onboarding, managing a recurring report).
• Coordinate across departments/teams on time-sensitive priorities as a liaison for the executive.
• Maintain a running task/priority tracker and proactively flag delays or bottlenecks.

I. Tools & TechnologyAt 5 years, this EA should be comfortably proficient (not just familiar) with:

• MS Office / Google Workspace (advanced Excel/Sheets a plus)
• Calendar and scheduling tools (Outlook, Google Calendar, Calendly)
• Basic project/task tools (Trello, Asana, Notion, or similar)
• AI productivity tools for drafting, summarizing, and scheduling (ChatGPT/Copilot or equivalent) — increasingly expected as a baseline skill, not a nice-to-have

PERSONAL household management