Executive Assistant

Role Overview

• Manage the executive’s calendar, appointments, and daily schedule , ensuring all commitments are organized and up to date.
• Handle email correspondence , prioritizing urgent matters and maintaining a clear inbox.
• Follow up on outstanding tasks and communications to keep operations running efficiently.
• Provide regular reminders and updates to the executive on key priorities, deadlines, and pending actions.
• Prepare meeting notes, reports, and simple documentation when needed.
• Track ongoing company orders, deliveries, and operational activities to ensure timely completion.
• Use Asana (Preferred) or similar CRM/project management tools to monitor task progress and follow-ups.
• Coordinate with clients, vendors, and internal team members to maintain clear communication.
• Maintain organized digital records of estimates, proposals, and client files.
• Support the preparation of presentations or simple reports as needed.
• Ensure all operational documentation is accurate and up to date.

Requirements

• Proven experience as an Executive Assistant, Administrative Assistant, or Operations Coordinator
• Excellent communication and follow-up skills with a persistent yet professional approach
• Strong organizational skills and attention to detail
• Proficiency in Google Workspace (Docs, Sheets, Gmail); familiarity with Asana or CRM systems preferred
• Ability to multitask, anticipate needs, and handle sensitive information with discretion
• Dependable, proactive, and highly reliable under minimal supervision.

Benefits

• Must be available between 8:30AM and 5:00PM PST for coordination and communication, upon pre-scheduled meeting