Executive Assistant

This is a fully remote position, open to applicants in North Carolina.

📋 Description

• Oversee and safeguard executive calendars, meetings, and daily schedules while ensuring appropriate buffer times and prioritization are upheld.

• Equip leadership for meetings by delivering essential context, summary notes, and pertinent documentation.

• Manage incoming communications, emails, and messages daily, crafting responses and highlighting priority items.

• Convert voice memos, phone calls, and verbal commitments into written follow-ups, action items, and clear records on the same day.

• Maintain a centralized tracking system for open commitments, deadlines, and action items involving internal teams and external parties.

• Actively follow up with stakeholders to guarantee timely completion of tasks and projects.

• Review lengthy documents, reports, and contracts to provide succinct summaries and recommendations.

• Assist in administrative coordination for residential and commercial property management, vendor communications, and invoice tracking.

• Manage personal and administrative tasks, including subscriptions, vendor scheduling, and organizing key documents in shared drives.

• Coordinate equipment, vehicle servicing, orders, and deliveries remotely via phone and email with local teams.

• Organize comprehensive travel logistics, including flights, transportation, accommodations, and itineraries.

• Act as a clear, calm, and professional point of contact for both internal and external stakeholders.

• Establish and maintain organized systems across Google Workspace and Slack.

• Utilize Claude and ChatGPT to conduct research, summarize information, draft communications, and enhance operational efficiency while ensuring data accuracy.

• Identify opportunities to streamline workflows and automate repetitive administrative tasks.

⛳️ Requirements

• Prior experience as an Executive Assistant, Operations Assistant, Project Coordinator, or in a similar high-responsibility support role for founders or senior executives.

• Broad generalist expertise with the capacity to manage diverse and changing tasks comfortably.

• Outstanding written and verbal communication skills in English (fluency in Spanish is a valuable asset).

• Strong organizational skills, system-building capabilities, and project tracking proficiency with meticulous attention to detail.

• Proactive self-starter with a proven ability to work independently with minimal oversight.

• Direct, composed, and confident communication style when engaging with fast-paced executives and teams.

• High level of discretion in handling sensitive business, administrative, and personal information.

• Technologically adept with proficiency in Google Workspace, Slack, and AI tools (Claude, ChatGPT).

• Experience with Google Workspace (Gmail, Calendar, Drive, Sheets) is highly regarded.

• Familiarity with Slack is highly valued.

• Experience with AI Productivity Tools (Claude, ChatGPT) is highly valued.

• Proficiency with task-tracking and project management tools is highly valued.

🏝️ Benefits

• Opportunity to grow with a rapidly expanding company and assume greater responsibilities over time.