Executive Assistant

Overview
This role is responsible for streamlining day-to-day operations, coordinating cross-functional efforts, and ensuring leadership can focus on strategic initiatives. The ideal candidate is a proactive problem-solver with excellent organizational and communication skills, capable of juggling multiple priorities and adapting quickly to a fast-paced environment.

Key Responsibilities

1. Meeting Coordination & Management
Attend leadership meetings to capture action items, priorities, and follow-ups.
Coordinate and schedule meetings for the leadership team, optimizing calendar efficiency.
Maintain and update progress boards and project tracking systems to ensure timely deliverables.

2. Task Management & Delegation
Own task delegation by clearly assigning responsibilities and due dates.
Monitor task progress, following up with stakeholders to remove roadblocks and maintain accountability.
Streamline communication between leadership and team members, ensuring everyone has what they need to succeed.
Keep project management tools updated with accurate task status and timelines.

3. Communication & Information Management
Centralize team communications, acting as the primary contact for questions and updates.
Maintain organized records of strategic initiatives, decisions, and action items.
Facilitate alignment by ensuring all departments understand priorities and individual roles.
Establish clear communication structures (e.g., channels, meeting cadences) for transparent information flow.

4. Operational Support
Handle administrative duties (e.g., expense reports) and other VA tasks for the leadership team.
Manage routine follow-ups with clients, partners, and internal stakeholders.
Identify opportunities to streamline workflows and improve operational processes.

5. Platform & Content Management
Update and maintain content on digital platforms (e.g., Skool, Kajabi).
Manage user access and permissions, ensuring appropriate security and content distribution.
Ensure consistency and accuracy of materials across all digital platforms.
Assist with basic design tasks using templates or AI tools to uphold brand standards.

6. Chief of Staff Duties
Support strategic initiatives by logging action items, delegating tasks, and monitoring progress.
Implement accountability standards across the organization, reinforcing goal alignment and performance metrics.
Track KPIs and create reports (e.g., in SmartSuite), offering insights to guide leadership decisions.
Coordinate cross-functional efforts to ensure progress on organizational goals.

Strategic Impact
Freeing Leadership Time: Enable executives to focus on high-level strategy, growth, and innovative initiatives.
Ensuring Accountability: Monitor tasks and KPIs to keep the team aligned and on track.
Improving Communication: Serve as a central point of contact to reduce silos and streamline collaboration.
Driving Efficiency: Automate routine tasks, standardize processes, and scale operations effectively.

Required Skills & Qualities
Exceptional Organizational Skills: Ability to juggle multiple priorities, manage deadlines, and track tasks meticulously.
Excellent Communication: Clear, concise, and confident communicator able to interact with all levels of the organization.
Problem-Solving Abilities: Proactive approach to identifying bottlenecks and proposing solutions.
Technical Proficiency: Experience with tools like SmartSuite, Slack, Zapier, and project management software.
Proactive & Detail-Oriented: Keen eye for details and initiative to enhance workflows without needing explicit direction.
Adaptability: Comfortable in a fast-paced environment where priorities can shift quickly.

Why This Role Matters
Facilitates Strategic Growth: By taking on operational tasks, you enable leadership to drive high-impact initiatives.
Improves Efficiency & Scalability: Standardizing processes and leveraging automation supports rapid expansion.
Builds a Culture of Accountability: Tracking KPIs and deliverables ensures everyone is aligned with company goals.
Enhances Collaboration: Centralizing communication fosters a more cohesive, collaborative team environment.

Organizational Skills
A strong Executive Assistant portfolio should showcase exceptional organizational abilities. Look for:
Examples of complex calendar management and scheduling
Screenshots or descriptions of filing systems or document organization methods
Samples of to-do lists, project trackers, or other organizational tools they've created
Evidence of managing multiple priorities and deadlines simultaneously

Attention to Detail
The portfolio should highlight the candidate's meticulous nature:
Error-free documents and correspondence samples
Examples of proofreading or editing work
Detailed event planning or travel itineraries
Precise record-keeping or data entry samples

Technical Proficiency
An organized EA should be tech-savvy. Look for:
Proficiency in Microsoft Office Suite, especially Excel and Outlook
Experience with project management tools like Asana or Trello
Familiarity with CRM systems or other relevant software
Examples of creating presentations or reports using various tools

Communication Skills
The portfolio should demonstrate excellent communication abilities:
Well-written email samples or correspondence
Examples of internal memos or reports
Evidence of managing communication across multiple channels
Samples of meeting minutes or executive summaries

Problem-Solving and Anticipation
Look for examples that show the candidate's ability to anticipate needs and solve problems:
Case studies of how they've handled difficult situations
Examples of process improvements they've implemented
Testimonials from previous employers highlighting their proactive nature
Descriptions of projects where they've taken initiative

In Order to Apply:

Subject Line: “Executive Assistant / Chief of Staff – [Your Name]”

Submit a Link with your Resume and a Portfolio.


A comprehensive portfolio might also include:
A detailed resume highlighting relevant experience
Certifications or training in administrative or organizational skills
References or testimonials from previous employers
A personal statement outlining their approach to organization and efficiency
A video submission showcasing excellent communication skills