Executive Assistant to Co-Founders

Overview

We are seeking a highly organized and proactive Executive Assistant to work directly with our two co-founders. This role requires exceptional multitasking abilities, strong communication skills, and a high level of professionalism. You will act as a key partner to both co-founders, ensuring that their daily responsibilities, calendars, and meetings run smoothly and efficiently.

In this position, you will have a direct impact on the company’s overall productivity by enabling our co-founders to focus on strategic decision-making and high-priority initiatives. If you are detail-oriented, quick to learn, and enjoy a fast-paced environment, we’d love to hear from you.

Key Responsibilities
1. Calendar & Schedule Management
• Coordinate and maintain complex calendars for both co-founders.
• Schedule internal and external meetings, ensuring all logistics are in place (e.g., meeting agendas, locations, Zoom links).
• Anticipate and resolve scheduling conflicts proactively.
2. Meeting Coordination & Follow-Up
• Prepare and distribute meeting materials, agendas, and presentations as needed.
• Attend meetings to take notes, track action items, and follow up on tasks with relevant stakeholders.
• Keep co-founders informed of progress, deadlines, and any outstanding issues.
3. Operational & Administrative Support
• Draft, proofread, and format correspondence, reports, and other business documents.
• Manage travel arrangements, including flights, accommodations, and itineraries for both co-founders.
• Handle expense reporting, invoice processing, and budget tracking for the executive office.
4. Project & Task Coordination
• Collaborate with various departments to gather information, create project updates, and ensure timely completions.
• Track deadlines for multiple ongoing projects, providing reminders and status updates to the co-founders.
• Assist in the organization of company events, conferences, and other special projects.
5. Communication & Relationship Management
• Serve as a liaison between the co-founders and internal teams, clients, or external partners.
• Handle inbound inquiries, filtering and prioritizing communication as appropriate.
• Demonstrate professionalism, confidentiality, and diplomacy in all interactions.
6. Process Improvement
• Identify opportunities to streamline administrative processes and enhance overall efficiency.
• Suggest new tools or technologies that could improve time management and collaboration for the executive team.
• Regularly reassess and refine workflows for maximum productivity.

Qualifications & Skills
• Education & Experience:
• Bachelor’s degree or equivalent experience preferred.
• 2+ years of experience as an Executive Assistant, Administrative Assistant, or similar role.
• Previous experience supporting multiple executives/founders is a plus.
• Key Competencies:
• Strong Organizational Skills: Ability to handle multiple priorities and deadlines simultaneously.
• Excellent Communication: Clear, concise written and verbal skills, with a polished, professional demeanor.
• Technological Proficiency: Familiarity with calendar management tools (e.g., Google Calendar, Outlook), project management software (e.g., Trello, Asana), and collaboration platforms (e.g., Slack, Zoom).
• High Attention to Detail: Accuracy in scheduling, correspondence, and record-keeping.
• Adaptability: Comfortable in a fast-paced environment where priorities can shift quickly.
• Discretion: Demonstrated ability to handle sensitive and confidential information.