Executive Assistant (Remote Set Up)

Job Title: Executive Assistant
Reports to: COO and Director of Global Operations
Location: Remote
Schedule: 8:30 AM - 5:30 PM EST (includes a 1-hour unpaid lunch break)
Hours per week: 40 hours

Position Overview:
The Executive Assistant is a high-level strategic partner to the executive team, operating at the nexus of business operations and executive support. This role requires an exceptional level of competency, strategic insight, and proactive management. The ideal candidate will be a perfectionist with a keen intellect, capable of navigating complex business environments and driving executive initiatives forward. The Executive Assistant must exhibit high emotional intelligence, resilience under pressure, and an exemplary capacity for problem-solving.

Key Responsibilities:

● Strategic Project Management: Lead critical projects and initiatives, overseeing all aspects from planning to execution and evaluation. Act as a primary liaison between the executive team and other stakeholders to ensure alignment and successful outcomes.
● Executive Support and Oversight: Enhance executive decision-making by providing comprehensive support and insights. Handle complex situations and directives swiftly, ensuring high-level performance across the organization.
● Advanced Document Management: Oversee the creation, revision, and finalization of strategic documents, including reports, presentations, and executive communications, ensuring accuracy and adherence to the highest standards.
● Communication and Coordination: Manage internal and external communications, ensuring clear, concise, and effective exchanges. Facilitate high-level meetings, including agenda preparation, coordination, and follow-up actions.
● Technology and Workflow Optimization: Utilize advanced digital tools such as Asana to streamline workflows, enhance productivity, and monitor key projects and deadlines. Ensure mastery of Microsoft Office Suite, Google Workspace, Slack, and Zoom.
● Leadership and Team Management: Provide guidance and leadership to teams, fostering an environment of growth and efficiency. Anticipate the needs of the executive team and coordinate resources to address them proactively.
Qualifications:

● Experience:
○ At least 5 years in a high-level administrative or executive support role, ideally supporting C-level executives.
○ Demonstrated ability to manage complex projects and high-stakes tasks in a dynamic, fast-paced environment.
○ Proven track record of strategic decision-making and effective leadership.
○ Hands-on experience with Asana for task management, workflow tracking, and cross-team coordination.
● Education:
○ Bachelor’s degree in Business Administration, Communications, or a related field is preferred.
○ Additional certifications in leadership, project management, or administrative support (e.g., Certified Administrative Professional, Project Management Professional) are highly desirable.

● Skills:
○ Superior organizational and time management skills, capable of managing multiple priorities simultaneously without sacrificing quality or oversight.
○ Expert proficiency in project management and task coordination tools, with a strong ability to adapt to new technologies.
○ Excellent communication skills; adept at preparing and presenting high-level reports and briefings.
● Personal Attributes:
○ High emotional intelligence with the ability to navigate complex interpersonal dynamics and maintain strong working relationships.
○ Resilient and adaptable, able to thrive under pressure and manage stress effectively in demanding situations.
○ Independent problem solver who can address challenges proactively and with minimal oversight.
○ Confident decision-maker with a proactive approach to project management and task resolution.
○ Detail-oriented with a focus on delivering high-quality work that meets the rigorous standards of the executive team.
● Professional Competencies:
○ Proven leadership capabilities with a focus on strategic planning and organizational development.
○ Ability to foster a cooperative work environment, coordinating with various departments and ensuring a seamless execution of business strategies.
○ Experience in high-stakes negotiation and critical decision-making, with a record of successful outcomes.