Jr. Executive Assistant

Responsibilities

• Calendar & Task Management:
• Coordinate and optimize complex calendars across professional and personal commitments using productivity platforms (e.g., Outlook, Teams, project management software).
• Manage shifting priorities by anticipating scheduling needs, communicating changes promptly, and ensuring on-time arrivals for all meetings.


• Administrative & Technical Support:
• Compile, reconcile, and track expenses, collaborating with Finance to ensure accuracy and timely processing.
• Provide first-line technical support and escalate to IT when level 2 support is needed.
• Maintain essential systems, including contacts, passwords, accounts and subscriptions, ensuring day-to-day operations.


• Cross-Functional Collaboration
• Work closely with various internal departments to gather, synthesize, and present information that informs Executive decision-making.
• Serve as a point of contact for cross-departmental projects, ensuring all stakeholders remain aligned on timelines and deliverables.


• Travel & Logistics
• Research and book domestic and international travel using online tools, coordinating with travel vendors and Operations as needed.
• Schedule transportation (car services, flights) and handle hotel or dining reservations, optimizing routes and agendas to ensure efficiency.
• Provide on-site support for the Executive during trips or events, troubleshooting issues in real time as necessary.


• Executive & Personal Support
• Assist in daily tasks, from researching diverse topics to running errands, and handling household-related needs, while maintaining strict confidentiality.
• Order and manage office and personal supplies, ensuring a seamless workflow in both professional and personal capacities.


• Special Projects & Ad Hoc Assignments
• Support company initiatives that require analytical or technical input, such as data gathering or software implementation.
• Take on miscellaneous projects as directed, demonstrating flexibility and initiative to see tasks through to completion.

Qualifications

• Experience & Industry Knowledge:
• At least 4 years of experience in a related role
• Proven ability to handle confidential information with discretion.


• Technical Proficiency:
• Strong command of Microsoft Office (Outlook, Excel, PowerPoint) and familiarity with project management/collaboration tools (e.g., AirTable & SharePoint).
• Solid understanding of Apple products (iPhone, iPad, iCloud) and Windows operating systems.
• Comfort with quickly learning new software platforms as needed for data analysis, scheduling, or communication.


• Operational & Cross-Functional Skills:
• Ability to interface effectively with Operations, Finance, HR, and other departments to support end-to-end processes.
• Demonstrated success coordinating multiple stakeholders, projects, and deadlines simultaneously.


• Flexibility & Travel Requirements:
• Availability for a flexible schedule, including occasional overtime, to meet dynamic business needs.
• Willingness to travel domestically and internationally (with a valid driver’s license, passport, and clean driving record) to provide Executive support.
• Ability to lift items (up to 50 lbs) and move them short distances as needed.


• Communication & Collaboration:
• Excellent verbal and written communication skills, with the ability to relay information clearly and succinctly.
• Strong interpersonal skills, capable of building rapport and trust with diverse teams and external partners.