Virtual Executive Administrative Assistant to the CEO

Primary Responsibilities The Executive Administrative Assistant will be responsible for, including but not limited to: Executive Calendar Management Manage the CEO's calendar. Schedule internal and external meetings. Resolve scheduling conflicts. Prioritize meeting requests. Protect executive focus time. Coordinate recurring meetings. Travel & Logistics Coordinate all executive travel including: Flights Hotels Ground transportation Meeting itineraries Conference registrations Expense documentation Executive Communications Manage executive correspondence. Draft emails and communications. Monitor executive inbox as authorized. Coordinate follow-up communications. Prioritize requests requiring executive attention. Meeting Management Prepare meeting agendas. Coordinate meeting logistics. Attend meetings as requested. Record meeting notes. Track action items. Follow up on outstanding commitments. Project Coordination Coordinate strategic initiatives by: Monitoring deadlines Following up with team members Tracking project status Preparing executive updates Identifying roadblocks Documentation Management Maintain organized electronic records including: Executive files Contracts Corporate documents Presentations Meeting materials Vendor & Client Coordination Serve as a professional representative by: Coordinating executive meetings Responding to inquiries Managing communications Following up on requests Office Administration Assist with: Office operations Supply management Vendor coordination Administrative projects Event coordination Executive Partnership Expectations The Executive Administrative Assistant is expected to: Anticipate executive needs. Think proactively rather than reactively. Protect the CEO's time. Exercise sound judgment. Handle confidential information with the highest level of discretion. Communicate professionally. Solve problems independently whenever appropriate. Escalate issues requiring executive attention. Maintain a solutions-oriented mindset. Confidentiality The Executive Administrative Assistant will have access to confidential information including, but not limited to: Financial information Client information Strategic initiatives Personnel matters Vendor agreements Legal documentation Business development opportunities All confidential information obtained during employment must remain confidential during and after separation from the company. Unauthorized disclosure may result in immediate termination and may subject the individual to additional legal remedies. Technology & Systems The Executive Administrative Assistant will become proficient in company systems including, as applicable: Google Workspace HubSpot Slack Zoom Microsoft Office DocuSign Notion Other business applications as assigned Communication Standards The Executive Administrative Assistant is expected to: Respond promptly during business hours. Maintain professionalism in all communications. Keep the CEO informed of critical matters. Follow up on delegated assignments. Communicate delays immediately. Performance Expectations Performance will be evaluated based on: Executive responsiveness Calendar accuracy Communication quality Organization Follow-through Initiative Confidentiality Professionalism Accuracy Timeliness Ability to prioritize competing demands Executive satisfaction Work Schedule The Executive Administrative Assistant is expected to maintain availability during established business hours and additional hours as reasonably necessary to support executive business needs. Remote Work Expectations When working remotely, the Executive Administrative Assistant will: Maintain a professional work environment. Ensure reliable internet connectivity. Be available via Slack, phone, email, and video conferencing during scheduled working hours. Participate in required meetings. Maintain responsiveness throughout the workday. Professional Conduct The Executive Administrative Assistant is expected to: Represent the company professionally. Demonstrate integrity and accountability. Maintain positive relationships with clients, partners, and team members. Exercise sound judgment. Maintain confidentiality at all times.