Executive Operations Assistant

Role Overview

Provide comprehensive executive and operational assistance to senior leaders, ensuring seamless daily activities through adept management of calendars, administrative coordination, and business support. This position blends traditional executive support with light operational duties to maintain organizational effectiveness and responsiveness.

Key Responsibilities

• Coordinate and manage intricate calendars, meetings, travel plans, and adjust priorities as necessary.
• Organize both internal and external meetings by preparing agendas, managing logistics, compiling meeting materials, and following up on action items.
• Oversee invoice review and approval processes, maintain records of external vendor and legal firm invoices.
• Pre-screen and manage operational requests via internal approval systems, ensuring submission completeness.
• Create reports, presentations, dashboards, and various documents to aid business operations and leadership meetings.
• Maintain and organize frequently referenced resources such as templates, organizational charts, and departmental documentation.
• Collaborate with cross-functional teams to monitor action items and ensure timely task completion.
• Assist with planning and logistics for team meetings, offsite events, and other departmental activities.
• Continuously seek areas for enhancement in administrative workflows and operational efficiency.
• Handle sensitive information with discretion, professionalism, and sound judgment.

Requirements

• A minimum of 3 years’ experience in roles like Executive Assistant, Executive Coordinator, Business Support, or similar positions.
• Strong organizational capabilities to juggle multiple priorities in a dynamic setting.
• Exceptional communication skills and proficient stakeholder management.
• Advanced proficiency in Microsoft Office, Google Workspace, and communication tools such as Slack and Lark.
• Keen eye for detail coupled with a proactive problem-solving mindset.

Candidate Profile

• Highly organized, reliable, and dedicated to thorough follow-through.
• Resourceful and anticipative of organizational needs.
• Capable of working autonomously while coordinating across teams and stakeholders.
• Adaptable and poised when faced with shifting priorities.
• Passionate about enhancing structure, optimizing processes, and enabling others' productivity.