Executive Administrative Assistant

We are actively seeking a highly organized, proactive, and detail-oriented Executive Administrative Assistant to enhance the effectiveness of our executive team. In this role, you will play a critical part in driving operational efficiency by coordinating meetings, managing deliverables, and ensuring seamless execution of key initiatives.

The ideal candidate thrives in a fast-paced, dynamic environment, excels at prioritization and organization, and demonstrates strong communication and follow-through. This is a fully remote position offering the opportunity to work closely with leadership while contributing to high-impact projects.

• Develop and distribute comprehensive meeting agendas, ensuring clarity of objectives, discussion points, and time allocation to promote productive and focused collaboration.
• Actively participate in meetings to ensure all agenda items are addressed effectively.
• Capture accurate and detailed meeting notes, including key decisions, action items, and critical discussion points.
• Create and manage detailed task lists with clear ownership and deadlines to support project execution.
• Distribute task assignments to team members, fostering accountability and alignment across stakeholders.
• Proactively follow up on action items to ensure timely completion and address delays or obstacles as needed.
• Identify and resolve challenges or roadblocks that may impact project timelines or deliverables.
• Maintain and update Monday.com daily, ensuring real-time visibility into project status and progress.
• Provide ongoing project management support by tracking milestones, deliverables, and deadlines.
• Maintain organized documentation by saving and managing files within SharePoint, ensuring accessibility and accuracy.
• Handle sensitive information with a high level of confidentiality, professionalism, and discretion.

• Support and contribute to the Reciprocity Project, including:

  • Coordinating meetings, documentation, and task tracking related to reciprocity initiatives.
  • Monitoring progress, timelines, and deliverables to ensure successful execution of project goals.
  • Collaborating cross-functionally to ensure alignment with reciprocity requirements and organizational priorities.
  • Maintaining accurate records, documentation, and reporting for all reciprocity-related activities.
  • Proactively identifying opportunities to streamline processes and improve efficiency within the Reciprocity Project.
• Bachelor’s degree in Business or a related field.
• Proven experience in administrative support, task coordination, or project coordination.
• Exceptional organizational, time management, and communication skills.
• Strong attention to detail with the ability to manage multiple priorities simultaneously.
• Proficiency in project management and task management tools (e.g., Monday.com or similar platforms).
• Ability to work independently while collaborating effectively in a remote, fast-paced environment.
• Experience supporting executive-level leadership.
• Familiarity with project tracking, reporting, and process improvement initiatives.
• Experience supporting cross-functional or multi-stakeholder projects.