Job Description
Why this role exists
Our company is growing quickly. The leadership team is heavily involved in client meetings, relationship-building, delivery support, and managing a fast-moving organization of employees and vendors. We need a high-trust Executive Assistant who can run the daily operating system around leadership—calendar, communications, follow-ups, task closure—and serve as a professional point-of-contact for clients, employees, and partners.
This is not a “calendar-only” admin role. This is an execution and coordination role.
What you’ll do
1) Executive support + calendar ownership
- Own calendar management for executives: scheduling, travel, prep, priorities, buffer planning, time-blocking.
- Build structured daily/weekly schedules that protect focus time and reduce chaos.
- Draft agendas, meeting notes, action items, and follow-up emails.
- Track commitments made in meetings and ensure closure.
2) Client coordination and relationship support
- Coordinate meetings with client leaders and staff; confirm attendees, objectives, and next steps.
- Follow up with client stakeholders on open items, status requests, approvals, and documentation.
- Represent the company professionally in email/phone and help maintain strong client relationships.
3) Internal operations coordination (employees + vendors)
- Act as a first-line coordinator for employee requests
- Coordinate with staffing vendors and subcontractors
- Keep leadership informed—brief daily summaries of risks, urgent items, and things waiting on decisions.
4) Task management and closure (your core value)
- Maintain a single source of truth for leadership tasks using a tracker
- Chase owners, unblock issues, and push items to completion without micromanagement from leadership.
- Identify repeatable processes and propose improvements.
What “good” looks like in 60–90 days
- Calendars are clean, prioritized, and realistic (fewer last-minute fires).
- Open loops shrink fast: fewer “Did we follow up?” moments.
- Clients experience crisp coordination and responsiveness.
- Employee and vendor requests are routed and resolved with minimal executive involvement.
- Leadership gets time back.
Required qualifications
- 3+ years supporting executives and/or coordinating operations in a professional services environment.
- Comfort in an IT services / consulting / staffing context (understanding project terms, client stakeholders, delivery teams, vendors).
- Excellent written and verbal communication—polished, confident, professional.
- Strong organization and follow-through; you close loops reliably.
- High discretion and ability to handle sensitive info (compensation, HR issues, client matters).
- Tech-savvy: Google Workspace / Microsoft 365, Zoom/Teams, document handling, scheduling across time zones.
Competencies we care about
- Owner mindset
- Client presence: You can engage professionally and socially with senior stakeholders.
- Learning mindset: You pick up our business, tools, and people fast.
- Calm under pressure: You handle switching priorities without drama.
- Tact + backbone: You can remind, follow up, and escalate politely but firmly.