About the Role:

The Executive Assistant provides proactive, high-level administrative support to the President by owning calendar management, scheduling, follow-up, and meeting-to-action workflows.  This role is responsible for anticipating needs, connecting the dots across priorities, and ensuring meaningful commitments and deadlines are tracked and followed through. The ideal candidate is highly technical, resourceful, and capable of moving work forward independently without requiring constant direction.

Key Responsibilities

• Own the President’s calendar and scheduling, ensuring priorities, commitments, and deadlines are accurately managed.
• Ensure every meaningful commitment, deadline, and follow-up is captured, tracked, and proactively addressed.
• Own the President’s meeting-to-action workflow from meeting insights through completion of follow-up items.
• Review applicable Fathom meeting recordings and notes to identify action items, decisions, and required follow-up.
• Proactively manage repeatable administrative workflows so the President does not need to initiate, delegate, or remind.
• Coordinate and prioritize follow-up activities across multiple projects, meetings, and stakeholders.
• Connect information across systems and workflows to identify next steps and prevent items from falling through the cracks.
• Use sound judgment to determine priorities, resolve routine issues, and move work forward independently.
• Spend approximately 0–25% of the shift on the phone, with the majority of work focused on administrative coordination, technology platforms, and proactive workflow management.

Qualifications & Skills
Important Skills:

• Executive-level calendar and scheduling management
• Strong organizational and time-management skills
• Exceptional follow-through and task ownership
• Strong technical aptitude and ability to learn new platforms quickly
• Proficiency with digital productivity and collaboration tools
• Ability to synthesize meeting information into clear action items
• Strong written and verbal communication
• Critical thinking and sound judgment
• Ability to prioritize competing demands
• Strong attention to detail and ability to connect the dots across workflows
• Ability to work independently with minimal direction

Ideal Personality & Mindset:

• Highly proactive and anticipatory
• Self-sufficient and resourceful
• Dependable and accountable
• Organized and exceptionally detail-oriented
• Comfortable taking ownership without waiting to be prompted
• A strong critical thinker who naturally looks for solutions
• Calm and adaptable when priorities change
• Collaborative and service-minded
• Naturally inclined to close loops and ensure nothing falls through the cracks
• Discreet and professional when handling executive-level information

Tools & Technologies

• Asana
• Microsoft 365
• Outlook
• HubSpot
• Fathom
• AI tools, including ChatGPT and Claude
• SharePoint
• OneDrive
• Microsoft Teams

Skills requirements:

• Excellent English verbal and written communication
• Strategic thinker
• Writing and documentation skills
• Must be able to prioritize work
• Courteous and friendly
• Organized and has great attention to detail and quality assurance
• Ability to build trust
• Ability to work independently and manage multiple priorities
• Phone communication skills
• Other skills as required

Software requirement:

• Licensed OS

Hardware requirements:

• 5 MBPS or higher Internet (hardwired / not WIFI). If you don’t have 5 MBPS then you must agree to if selected.
• Private and quiet dedicated home office area
• Modern computer and operating system
• Back-ups in case of power or Telco interruptions
• Good headset and webcam (Preferably noise-canceling headset)

Work Schedule & Environment

• Monday–Friday
• 8:00 AM–4:30 PM MT
• Remote, executive-support environment with a strong emphasis on proactive communication, independent work, and digital collaboration.

Compensation

• $5/hour.
• All raises and bonuses are at the discretion of the client.