Executive Assistant (HR, Finance & Operations)

About the Role We are seeking an experienced, highly capable Executive Assistant to support the CEO across executive operations, HR, finance, logistics, and work management. This is not an entry-level role. We are specifically looking for someone who has directly supported a CEO or senior executive and has a proven ability to turn priorities into structured, completed work. You will bring organization, accountability, and follow-through across multiple areas of the business. Key Responsibilities 1. Executive Support and Accountability - Manage CEO priorities, calendar, meetings, and communications. - Translate decisions into clear tasks, owners, and deadlines. - Track progress and follow up consistently to ensure execution. - Prepare updates, reports, and action lists. - Anticipate needs, identify risks, and escalate issues early. 2. Finance Coordination - Manage invoices, expenses, and payment tracking. - Support budgeting, financial tracking, and reporting. - Coordinate with accountants/bookkeepers and maintain accurate records. - Track cash flow items, outstanding payments, and financial obligations. - Ensure financial data is organized, up to date, and reliable. 3. HR Administration - Support recruitment coordination, onboarding, and employee documentation. - Maintain organized employee records and HR files. - Assist with payroll inputs, time-off tracking, and HR processes. - Ensure confidentiality and proper handling of sensitive information. - Help maintain structured, consistent HR processes. 4. Logistics & Operations - Coordinate schedules, deliveries, and workflows across schools, vendors, and internal teams. - Track orders, changes, and operational issues through to resolution. - Maintain accurate tracking systems and communication across stakeholders. - Identify bottlenecks and improve processes for efficiency and reliability. 5. Work Management and Systems (Notion) - Build and manage structured systems in Notion or similar tools. - Create dashboards, task tracking, and accountability frameworks. - Ensure clarity across priorities, ownership, and deadlines. - Provide visibility into progress, risks, and outstanding work. Required Experience (Only candidates with relevant, demonstrated experience will be considered.) You must have: - 3+ years of hands-on experience in executive assistance, logistics operations, HR, finance, or a related role. - Direct experience supporting a CEO, founder, or senior executive. - Proven ability to manage priorities, follow up, and ensure tasks are completed. - Experience with Notion or similar work-management systems. - Strong organizational, communication, and problem-solving skills. - Experience handling confidential HR and financial information. What We’re Looking For - Highly organized, proactive, and detail-oriented - Strong sense of ownership and accountability - Comfortable managing multiple stakeholders and shifting priorities - Clear communicator who drives work forward - Able to operate independently—nothing falls through the cracks To apply, send the following: - Cover letter - Résumé - Proof of relevant experience (work samples, project examples, or clear descriptions of similar roles) To confirm that you have read the full posting, use this exact subject line: Your Next All-In Assistant is Me! Applications without the requested subject line or demonstrated experience will not be considered.