Executive Assistant

📋 Description

• Establish the framework and proactive assistance necessary for the CEO to devote most of his time, energy, and focus to activities that yield the highest value for AOA's growth.

• Conduct a Daily Executive Briefing with the CEO, discussing calendar updates, priorities, decisions, inbox items, and pending issues.

• Take ownership of inbox triage from start to finish: eliminate distractions, respond to routine inquiries, draft responses for approval, and escalate only matters that genuinely require the CEO's attention.

• Safeguard the CEO's calendar by managing scheduling, ensuring focus time is preserved, coordinating meetings, and pushing back against unnecessary interruptions.

• Oversee Accounts Receivable coordination: conduct weekly aging reports, send reminders, track payment commitments, follow up consistently, and escalate sensitive situations as necessary.

• Manage Accounts Payable and contractor operations: assist with the payment cycle, address contractor payment inquiries, and coordinate receipts and expenses.

• Act as the administrative liaison for the bookkeeper, CPA, legal advisors, and insurance partners.

• Organize internal meeting logistics, including agendas, pre-reading materials, notes, action items, and follow-up tasks.

• Handle recruiting logistics, encompassing interview scheduling, candidate communication, reference checks, and preparation materials for interviews.

• Coordinate travel and events, including flights, accommodations, itineraries, conference logistics, dinners, and expense reporting.

• Oversee SaaS subscriptions, vendor renewals, license tracking, and conduct quarterly tool audits.

• Maintain a VIP list of stakeholders and alert the CEO when timely follow-ups on relationships are necessary.

• Filter vendor pitches, podcast invitations, networking requests, and other incoming items that do not need to occupy the CEO's calendar.

• Coordinate team lifecycle events, including onboarding logistics, birthdays, anniversaries, appreciation moments, and offboarding support.

• Develop the EA Operating System by documenting playbooks, templates, and standard operating procedures necessary for this role, allowing the function to scale as AOA expands.

⛳️ Requirements

• Over 5 years of experience as an Executive Assistant, Senior Administrative Assistant, Operations Coordinator, or a similar position supporting a CEO, founder, or senior executive.

• Demonstrated capability to manage responsibilities end-to-end, work independently, and follow through without needing reminders.

• Exceptional written and verbal communication skills, with the ability to convey messages warmly, clearly, professionally, and in a manner suitable for executive audiences.

• Strong judgment in determining what to manage directly, what to prepare for approval, what to defer, and what to escalate.

• High proficiency with modern email, calendar, document collaboration, and task management tools.

• Experience in supporting Accounts Receivable, Accounts Payable, contractor payments, receipts, expenses, or similar finance-related workflows.

• Experience collaborating with external partners such as bookkeepers, CPAs, legal counsel, insurance providers, vendors, or consultants.

• Strong organizational skills for managing tasks, responsibilities, deadlines, decisions, and follow-up actions.

• High level of discretion and trustworthiness when handling confidential information related to finances, personnel, clients, and strategic matters.

• Proficient in utilizing AI tools regularly as a core part of your work, rather than as a replacement for your efforts.

🏝️ Benefits

• Competitive salary and performance bonuses.

• Comprehensive health, dental, and vision insurance.

• Generous paid time off and holidays.

• Professional development opportunities to enhance career growth.

• Flexible working hours and a supportive work environment.