Executive Assistant

• Take full ownership of tasks and requests delegated by the executive, from handoff through completion or return for decision.
• Translate high-level direction into clear next steps and actionable plans.
• Maintain an independent tracking system to ensure all items are monitored and progressed.
• Proactively flag updates, risks, delays, and completed work.
• Access the executive’s inbox to support message triage and follow-up as needed.
• Keep the executive’s inbox organized and action-oriented, ensuring key items are surfaced and resolved.
• Manage calendar scheduling, including accepting, coordinating, and sending meeting invitations.
• Ensure meetings are appropriately scheduled, confirmed, and supported with relevant information or materials.
• Research, book, and manage travel arrangements, including flights, accommodations, ground transportation, and detailed itineraries.
• Coordinate changes, cancellations, and last-minute adjustments as needed.
• Arrange car services and other transportation for both professional and personal needs.
• Ensure all logistics are seamless, well-documented, and aligned with preferences.
• Manage and pay personal bills and recurring expenses as directed.
• Schedule and coordinate personal appointments (e.g., medical, professional services, household services).
• Coordinate personal logistics and services with discretion, confidentiality, and attention to detail.
• Follow up with internal colleagues and external contacts to keep initiatives moving.
• Coordinate timelines, inputs, and responses across multiple stakeholders.
• Communicate with suppliers and external partners as needed to support ongoing initiatives.
• Prompt next steps and ensure accountability without requiring reminders.
• Escalate blockers early and help move stalled items forward.
• Draft professional emails, summaries, and short documents at the executive’s direction.
• Gather relevant background information and prepare concise, decision-ready summaries.
• Support efficient communication by anticipating what information is needed and when.
• Exercise sound judgment, discretion, and professionalism in all written communication.

• Create, edit, and format Word documents to a high professional standard.
• Ensure materials are clear, organized, and presentation ready.
• Revise and refine documents based on feedback and evolving requirements.
• Assist other administrative staff as needed to support smooth office operations.
• Provide backup or overflow support for tasks such as catering arrangements, expense processing, greeting clients, and general administrative coordination.
• Contribute to a collaborative administrative function by supporting shared priorities and peak periods.
• Participate in brief daily check-ins to review new requests, open items, and priorities.
• Keep tasks, follow-ups, and commitments out of the executive’s inbox and mental workspace.

Provide clear, concise status updates on what is in motion, pending, or complete