Executive Assistant

About the Role

WareSpace is seeking a highly organized, proactive, and resourceful Executive Assistant to support our Chief Executive Officer and Chief Operating Officer. This role serves as a trusted partner to two senior executives, ensuring their schedules, travel, meetings, communications, and day-to-day priorities run seamlessly. It is a highly visible, fast-paced position requiring excellent judgment, discretion, attention to detail, and the ability to anticipate needs. The ideal candidate thrives in an environment where no two days are alike and is comfortable managing shifting priorities while taking ownership of both small details and high-impact initiatives.

Responsibilities

• Executive & Calendar Support
  • Manage complex and frequently changing calendars for the CEO and COO, including internal meetings, external meetings, calls, events, and strategic priorities.
  • Coordinate meetings across departments and with external partners, investors, board members, vendors, and other key stakeholders.
  • Anticipate scheduling conflicts and proactively manage executive time and priorities.
  • Ensure executives are prepared for meetings by organizing agendas, materials, background information, and follow-up items.
  • Track important commitments, deadlines, and action items to ensure appropriate follow-through.
• Board & Executive Meeting Support
  • Assist with the preparation and coordination of Board of Directors meetings and board decks, including gathering information from internal leaders, organizing materials, formatting presentations, and managing deadlines.
  • Coordinate executive leadership meetings, company meetings, strategic planning sessions, and other high-level meetings.
  • Prepare agendas, presentations, meeting materials, and other executive-level documents.
  • Capture and organize follow-up items and help ensure deliverables remain on track.
  • Maintain a high level of confidentiality when handling company, financial, personnel, and executive information.
• Travel Management
  • Own detailed and often complex travel arrangements for the CEO and COO, including flights, hotels, ground transportation, rental vehicles, and complete itineraries.
  • Coordinate frequent domestic travel and occasional multi-city or last-minute travel.
  • Proactively manage travel disruptions, schedule changes, cancellations, and other issues as they arise.
  • Ensure executives have all necessary travel details, meeting information, reservations, and logistics organized in advance.
  • Coordinate business meals, restaurant reservations, client dinners, and executive events associated with travel.
• In-Office & Executive Support
  • Serve as the primary point of coordination for meetings involving the CEO and COO at the WareSpace office.
  • Prepare conference rooms and ensure meetings are fully set up and ready before attendees arrive.
  • Coordinate meals, catering, refreshments, and other hospitality needs for executive and leadership meetings.
  • Welcome and assist executive-level visitors, board members, investors, and business partners.
  • Help create a polished, professional experience for anyone meeting with WareSpace's executive team.
  • Assist with executive events, leadership gatherings, company retreats, and other special projects as needed.
• Administrative & Special Projects
  • Prepare presentations, reports, correspondence, spreadsheets, and other executive materials.
  • Assist with expense reports, receipts, travel expenses, and executive reimbursements.
  • Coordinate signatures, documents, contracts, and other materials requiring executive review.
  • Partner closely with HR, Finance, Operations, Acquisitions, Construction, Marketing, Leasing, and other departments to gather information or coordinate executive priorities.
  • Take ownership of special projects and assignments on behalf of the CEO and COO.
  • Handle confidential and sensitive information with exceptional professionalism and discretion.

Qualifications

• 5+ years of Executive Assistant or senior-level administrative support experience, preferably supporting C-suite executives.
• Experience supporting multiple executives simultaneously.
• Exceptional organizational and time-management skills.
• Strong experience managing complex calendars and executive travel.
• Experience preparing executive presentations and PowerPoint decks; board-level presentation experience strongly preferred.
• Strong proficiency with Microsoft Outlook, PowerPoint, Word, Excel, and other business productivity tools.
• Excellent written and verbal communication skills.
• Strong attention to detail and ability to catch issues before they become problems.
• Ability to work independently, exercise sound judgment, and make decisions with limited direction.
• Comfortable operating in a fast-growing company where priorities can change quickly.
• Ability to maintain strict confidentiality and handle sensitive information appropriately.
• Strong sense of urgency without sacrificing accuracy or professionalism.

What Success Looks Like

The right person for this role makes the CEO and COO more effective. Calendars are organized, meetings are prepared, travel is seamless, board materials are polished, guests are taken care of, and important details don't fall through the cracks. You are someone who thinks ahead, anticipates what will be needed next, and takes pride in creating order behind the scenes so the executive team can remain focused on growing WareSpace.