Executive Assistant

We are seeking an exceptional Executive Assistant to work directly alongside the Owner/CEO of multiple growing businesses. This is a high-trust position for someone who is organized, polished, technologically strong, resourceful, and capable of thinking several steps ahead. Your primary responsibility will be to help bring structure, consistency, organization, and follow-through to everything requiring the CEO's attention.
Key Responsibilities
Help keep the CEO organized and on task with responsibilities involving businesses,
clients, projects, and partnerships.
Manage the CEO's calendar, appointments, meetings, reminders, and important
deadlines.
Maintain daily and weekly CEO priority lists.
Track client commitments, deliverables, meetings, follow-ups, and deadlines.
Follow up with the CEO on outstanding responsibilities to help ensure commitments are
completed.
Keep track of what the CEO is waiting on from employees, clients, vendors, and business
partners.
Organize and prioritize emails and flag matters requiring immediate attention.
Draft professional emails, letters, reports, and other business correspondence.
Prepare information and documents before important meetings.
Take meeting notes when needed and track action items afterward.
Follow up with staff, clients, vendors, and business contacts as directed.
Research grants, government contracts, RFPs, business opportunities, programs, vendors,
events, and potential partnerships.
Maintain organized trackers for opportunities, projects, clients, deadlines, and follow-ups.
Create spreadsheets, reports, presentations, and other business documents.
Organize electronic files and maintain accurate business records.
Track important invoices, payments, memberships, renewals, applications, and business
deadlines.
Assist with proposals, applications, client projects, and special projects.
Help develop better systems and processes when opportunities for improvement are
identified.
Technology & Computer Skills
Microsoft Excel - strong proficiency (spreadsheets, organize and analyze information, use formulas, sort/filter data, and create tracking and reporting tools)
Microsoft Word
Microsoft Outlook
Microsoft PowerPoint
Google Workspace
Google Sheets
Calendar and scheduling systems
Cloud-based file management
PDF/document management
Online research tools
Project/task-management software
Video conferencing platforms
IDEAL CANDIDATE
Highly organized
Dependable and consistent
A strong communicator
Advanced and confident with Excel
Tech-savvy
Detail-oriented
A forward thinker
A problem solver
Comfortable taking initiative
Able to anticipate needs
Able to manage multiple priorities
Comfortable respectfully holding the CEO accountable
Able to work independently
Professional when communicating with clients and business partners
Comfortable handling confidential information
Willing to learn and grow with the businesses
What You Will Own
Executive Organization & Accountability
Managing the CEO's calendar, appointments, meetings, and reminders
Creating and maintaining daily and weekly priority lists
Tracking commitments and deadlines
Following up with the CEO on outstanding action items
Preventing important responsibilities from falling through the cracks
Organizing information so the CEO can make decisions quickly
Helping determine what is urgent, what can be delegated, and what can wait
Protecting the CEO's time by keeping priorities organized
Business & Client Coordination
Tracking client meetings, commitments, deliverables, and deadlines
Maintaining organized client and project files
Following up on information or documents that are outstanding
Tracking projects from discussion through completion
Keeping business and client responsibilities clearly separated and organized
Preparing documents and information needed for client meetings
Following up with employees, clients, vendors, partners, and other business contacts
Maintaining confidentiality regarding business and client information
EXECUTIVE COMMUNICATION
Organizing and prioritizing email
Identifying messages requiring immediate attention
Drafting professional emails and correspondence
Scheduling meetings and calls
Preparing meeting materials
Taking notes when necessary
Documenting decisions and action items
Following up after meetings
Maintaining important business contacts and follow-up reminders
Strong Professional Writing And Communication Skills Are Required.
BUSINESS DEVELOPMENT & SPECIAL PROJECTS
Researching business opportunities
Grants and funding opportunities
Government contracts and RFPs
Certifications and applications
Networking opportunities and events
Potential clients and partnerships
Vendor research
Proposal organization
Special projects
Tracking applications and submissions

Work arrangement
No