Executive Assistant

Role Purpose

To manage the executive's time, information, and priorities end-to-end so they can focus on high-value decisions — owning the calendar, inbox, travel, meeting preparation, and select projects with minimal supervision, while exercising sound judgment and complete discretion on confidential matters.

At 5 years' experience, this EA should operate independently on all core administrative functions and take partial ownership of light project coordination — not just execute tasks, but anticipate needs and flag issues before they become problems.

2. Core Responsibilities

A. Calendar & Time Management

·      Own 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 & Correspondence

·      Triage 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-Through

·      Prepare 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 & Logistics

·      Plan 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 Management

·      Prepare 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 & Discretion

·      Handle 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 Coordination

·      Liaise 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 Coordination

·      Own 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 & Technology

At 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