Executive Assistant

Revised: March 2026
Mayeda Consulting is an Equal Opportunity/Affirmative Action Employer

EXECUTIVE ASSISTANT — JOB DESCRIPTION

JOB TITLE: Executive Assistant
TRAVEL: Some Travel Required
LOCATION: Remote/Hybrid
EMPLOYMENT TYPE: W2
HOURS: Part Time (<32 Hours/Week)

OVERVIEW

Mayeda Consulting is a women-owned small business providing organizational development services to government and community-based organizations — including consulting, staff and leadership training, strategic planning, grant writing, and more.

The Executive Assistant is a pivotal, high-trust role that directly supports the CEO/CPO and senior leadership. This individual operates as a trusted extension of the CEO/CPO — fluent in the organization’s work, clients, and priorities — and takes ownership of the administrative and operational infrastructure that allows leadership to focus on delivering results. The ideal candidate immerses themselves quickly in the business, learns its language and rhythms, and earns the ability to act and communicate on behalf of senior leadership with credibility. They handle complexity with calm, exercise sound judgment with discretion, and resolve issues before they escalate.

KEY RESPONSIBILITIES

Strategic & Proactive Support

• Anticipate the CEO/CPO’s needs by staying ahead of the calendar, deadlines, and organizational priorities — flagging conflicts, risks, or gaps before they become problems.
• Monitor ongoing projects, client deliverables, and team commitments on behalf of senior leadership; proactively surface status updates or bottlenecks without waiting to be asked.
• Research and prepare briefing materials, talking points, and background information ahead of meetings, calls, and decisions.
• Identify recurring operational pain points and independently recommend and implement process improvements.
• Track follow-up actions from meetings and communications; hold team members accountable for commitments and keep senior leadership informed of progress.

Executive Calendar & Communications

• Manage the CEO/CPO’s calendar including scheduling, rescheduling, and coordinating meetings — resolving conflicts proactively and protecting focused work time.
• Triage and manage the CEO/CPO’s inbox: organizing emails, flagging high-priority items, drafting responses when appropriate, and routing messages to the right team members.
• Manage the CEO/CPO’s Slack presence, including forwarding communications to relevant channels and flagging time-sensitive items.
• Serve as a gatekeeper and communications liaison — filtering access to the CEO/CPO’s time and attention as the primary priority, while providing scheduling and communications support to senior leadership as needed.

Operations & Administrative Support

• Coordinate travel arrangements and prepare associated expense reports.
• Implement and maintain administrative systems for data entry, time tracking, document handling, and project management.
• Procure and manage office and remote work supplies, including oversight of the company’s Amazon account and related expenses.
• Collect, organize, and submit expense receipts to the finance department accurately and on time.
• Maintain complex file systems within Egnyte; manage team permissions to ensure secure, efficient access.
• Coordinate technology needs and serve as a liaison to communicate issues and potential solutions; provide technical and logistical support for live events and webinars, including configuration, setup, and live management.
• Perform routine administrative tasks, including note-taking, Slack list management, Canvas management, document preparation, and invoice processing. Assist the Marketing Department with occasional social media posts, writing captions, and regularly scheduling approved content across platforms.
• Monitor social media channels and The Helpers’ Community Platform, provide timely responses and answer questions, and direct time-sensitive interactions to the appropriate team member. Proactively execute engagement strategies weekly, under the guidance of the marketing department, to boost brand awareness and foster connections.
• Support podcast operations end-to-end: scheduling guests, coordinating waiver forms, managing pre- and post-filming logistics and communications, handling outreach and guest correspondence, and coordinating with the content team on generating short- and long-form clips from recordings, including basic clipping and trimming for distribution….