Executive Administrative Assistant

We are seeking a highly organized, professional, tech-savvy, and proactive Executive Administrative Assistant to provide high-level administrative and operational support to our executive leadership team.

This is a high-trust executive support role for someone who is polished, detail-oriented, an excellent communicator, and comfortable managing multiple priorities. You will help protect leadership’s time, coordinate schedules, manage communication, support office operations, and ensure important details do not fall through the cracks.

The ideal candidate is someone who listens carefully, asks thoughtful questions, follows through, and can use good judgment when handling calls, meeting requests, confidential information, and competing priorities.

What You’ll Do

Executive Calendar & Scheduling

• Manage executive calendars, appointments, meetings, calls, interviews, and consultations.
• Send and manage calendar invitations, meeting links, confirmations, and scheduling details.
• Monitor calendars to help leadership stay prepared and aware of upcoming commitments.
• Help protect executive time by gathering information and confirming appropriate meeting requests before scheduling.

Communication & Gatekeeping

• Serve as a professional first point of contact for executive leadership.
• Screen incoming calls, emails, inquiries, and meeting requests.
• Answer and make phone calls with professionalism, warmth, and confidence.
• Take accurate messages and ensure important communication reaches the appropriate person.
• Greet clients, visitors, partners, and guests professionally.
• Escalate urgent or sensitive matters appropriately.

Administrative & Executive Support

• Prepare documents, meeting agendas, correspondence, presentations, reports, and internal notes.
• Assist with meeting preparation, attendee confirmations, and follow-up.
• Track action items and help ensure deadlines and commitments are completed.
• Maintain organized digital files and records.
• Support travel coordination, events, client meetings, and special projects.
• Assist with general office operations, supplies, equipment coordination, and administrative processes.
• Handle confidential business, client, and executive information with discretion.

What We’re Looking For

You do not need to know everything on day one. We are looking for someone who is coachable, dependable, professional, a problem solver, and eager to learn.

Strong candidates will have:

• Excellent written and verbal communication skills.
• Professional phone and email etiquette.
• Strong organization and attention to detail.
• The ability to manage names, dates, times, contact information, meeting links, and follow-up tasks accurately.
• Comfort using Google Workspace, including Gmail, Google Calendar, Google Drive, Google Docs, and Google Sheets.
• Familiarity with Microsoft Office; experience with Accelo is a plus.
• The confidence to ask clarifying questions instead of making assumptions.
• Strong listening skills and the ability to take direction and apply feedback.
• Good judgment, discretion, and professionalism when interacting with clients, partners, and leadership.
• A proactive mindset and the ability to anticipate needs.

Previous experience in an administrative, receptionist, executive assistant, office support, or customer service role is preferred, but not required for the right candidate.

You’ll Thrive in This Role If You…

• Enjoy keeping people and schedules organized.
• Communicate confidently and professionally.
• Notice small details others may overlook.
• Take ownership of assignments and follow through.
• Can manage changing priorities without becoming overwhelmed.
• Understand the importance of confidentiality and discretion.
• Are comfortable working closely with executives and high-level stakeholders.
• Take pride in representing an organization with excellence.

What Success Looks Like

In this role, success means:

• Executive calendars are accurate and well-managed.
• Leadership stays prepared, informed, and organized.
• Clients and partners receive timely, professional communication.
• Calls, emails, meetings, and follow-ups are handled accurately.
• Important details are tracked and completed.
• Confidential information is handled responsibly.
• You increasingly anticipate the executive team’s needs and preferences.

Why Join Us

This role offers the opportunity to gain meaningful, hands-on experience working directly with executive leadership while developing skills that are valuable across nearly every industry.

You will have the opportunity to:

• Gain direct exposure to executive-level business operations and decision-making.
• Strengthen your communication, organization, project coordination, and professional judgment.
• Work alongside leaders managing multiple business, real estate, community, and mission-driven initiatives.
• Build experience interacting with clients, partners, executives, and other professional stakeholders.
• Take on increasing responsibility as you learn the organization, leadership preferences, and internal systems.
• Develop transferable skills that can support future growth in executive administration, operations, project management, business management, and related career paths.

We are looking for someone who wants more than a traditional administrative position and is excited about the opportunity to learn, contribute, grow, and become a trusted part of the team.