Executive Assistant (Part-Time, Freelance)

About the role

The Executive Assistant will provide comprehensive administrative support to an executive, with the potential to support additional executives as time and bandwidth allow. This role requires a highly organized, detail-oriented, and proactive individual who thrives in a fast-paced, entrepreneurial environment and exhibits a high level of accountability and confidentiality.

Responsibilities

• Manage and update daily, weekly, and monthly calendars, including scheduling meetings, appointments, and travel arrangements
• Coordinate and organize meetings, conferences, and events, ensuring the executive is well-prepared (research, prep documents, presentations, catering, etc.)
• Manage expense reports and budgets; handle confidential corporate, personnel, and financial information with discretion
• Build, review, and maintain databases and lists for various projects
• Arrange travel itineraries, accommodations, and transportation, managing any issues that arise
• Prepare, organize, and maintain confidential documents, reports, and presentations
• Research and gather data to support decision-making
• Track and follow up on tasks to ensure deadlines are met
• Screens and prioritize incoming calls and messages
• Maintain availability to monitor email regularly during evenings and weekends, responding promptly to time-sensitive matters as they arise
• Use AI tools and other technology to streamline workflows, automate repetitive tasks, and improve overall efficiency
• Run miscellaneous errands in a timely manner, including office tasks (sign for deliveries, etc)
• Provide additional professional and personal support as needed
• Support additional executives on an as-needed basis, as workload allows

Requirements

Associate's degree required; Bachelor's degree highly preferred
3+ years of Administrative/Executive Assistant experience, preferably supporting executives, C-suite leaders, presidents, or CEOs

Qualifications

• Outstanding organizational skills and meticulous attention to detail
• Strong problem-solving skills and the ability to think ahead
• Comfort operating in an entrepreneurial, fast-changing environment where priorities can shift quickly
• Comfortable using AI tools and platforms to improve efficiency and streamline processes
• Excellent time management and multitasking skills
• Genuine availability and willingness to monitor email during nights/weekends and respond as needed — this is a part-time role by hours, but requires an "on-call when it counts" mindset
• Strong proficiency in Microsoft Office Suite (Outlook, PowerPoint, Excel, Word)
• Experience with NetSuite, ZoomInfo, and Constant Contact preferred
• A commitment to maintaining strict confidentiality at all times