Senior Executive Assistant

About the Role:

A proactive, reliable, and detail-oriented Executive Assistant to support executives in managing day-to-day operations and business coordination.

This role requires someone who can stay several steps ahead — oversee scheduling, email management, coordination with vendors and clients, and task tracking — serving as the key partner who helps the executive stay focused, informed, and on schedule.

The ideal candidate is organized, persistent, and able to anticipate needs while maintaining a strong sense of accountability.

Key Responsibilities:

Executive & Administrative Support

• Manage the executive’s calendar, appointments, and daily schedule, ensuring all commitments are organized and up to date.
• Handle email correspondence, prioritizing urgent matters and maintaining a clear inbox.
• Follow up on outstanding tasks and communications to keep operations running efficiently.
• Provide regular reminders and updates to the executive on key priorities, deadlines, and pending actions.
• Prepare meeting notes, reports, and simple documentation when needed.

Project & Task Coordination

• Track ongoing company orders, deliveries, and operational activities to ensure timely completion.
• Use Asana (Preferred) or similar CRM/project management tools to monitor task progress and follow-ups.
• Coordinate with clients, vendors, and internal team members to maintain clear communication.

Documentation & Organization

• Maintain organized digital records of estimates, proposals, and client files.
• Support the preparation of presentations or simple reports as needed.
• Ensure all operational documentation is accurate and up to date.

Qualifications & Ideal Traits:

• Proven experience as an Executive Assistant, Administrative Assistant, or Operations Coordinator.
• Excellent communication and follow-up skills with a persistent yet professional approach.
• Strong organizational skills and attention to detail.
• Proficiency in Google Workspace (Docs, Sheets, Gmail); familiarity with Asana or CRM systems preferred.
• Ability to multitask, anticipate needs, and handle sensitive information with discretion.
• Dependable, proactive, and highly reliable under minimal supervision.

Working Environment:

• Remote, part-time role with flexibility in daily hours.
• Must be available between 8:30AM and 5:00PM PST for coordination and communication, upon pre-scheduled meeting.
• Direct collaboration with the company owner in a fast-paced and professional environment.

This role is ideal for a proactive and organized Executive Assistant who takes ownership of responsibilities, ensures consistency in follow-through, and keeps operations running smoothly.