Executive Assistant

Overview

Our Client, an international e-commerce company with a strong presence in the USA, is looking for a proactive and flexible Executive Assistant to support the CEO with both personal and business tasks. This role is a 50/50 blend of responsibilities, requiring someone who can anticipate needs, stay organized, and take initiative to keep everything running effortlessly behind the scenes, allowing the CEO to focus on bigger priorities without distractions.

Responsibilities

1. Routine and task management:

• Anticipate the CEO's needs by identifying and resolving issues before they arise.
• Handle personal appointments, errands, and time-sensitive administrative matters, minimizing distractions for the CEO.

2. Email, calendar, and communication management:

• Manage and prioritize the CEO's emails, handling routine correspondence independently when possible.
• Oversee calendar scheduling, coordinating and preparing for meetings, and ensuring timely follow-ups.
• Provide proactive daily check-ins and regular updates via Slack/WhatsApp to keep the CEO informed and address potential issues.

3. Travel and personal arrangements:

• Book and manage all travel arrangements, including flights, accommodations, and itineraries for travels.
• Organize and prepare for personal and business-related events, ensuring seamless execution.
• Manage personal and family appointments and bills.

4. Administrative support and team coordination:

• Act as the primary point of contact for all administrative staff, ensuring a well-organized and efficient work environment.
• Communicate with appropriate team members, monitor progress on tasks, and resolve minor issues to keep day-to-day operations running smoothly.
• Manage ad-hoc business and personal administrative tasks, such as filing, document preparation, and procurement.

5. Project assistance:

• Support on small business-related projects, including organizing materials, scheduling meetings, and managing timelines.
• Conduct basic research and provide brief summaries on topics or vendors as requested to assist with decision-making.

6. Access & accounts management:

• Maintain a central log of all company software/tools with usernames, roles, and access levels.
• Ensure employees have the correct permissions (grant, remove, update access).
• Regularly audit active accounts to remove inactive users.
• Set up standard password management (e.g., LastPass, 1Password, Bitwarden).
• Create a documented onboarding/offboarding checklist for employees.

7. File & document organization:

• Establish and enforce a file naming convention (e.g., YYYY-MM-DD_ProjectName_Version).
• Organize shared drives into structured folders (Finance, HR, Marketing, Operations, Product, Customer Service).
• Clean up duplicate and outdated files regularly.
• Maintain a Company Wiki / Knowledge Base with key SOPs and guides.
• Back up critical files and ensure secure storage.

8. Software & tools management:

• Maintain a master list of all software in use with:
  • Purpose (e.g., accounting, customer support, marketing).
  • License details (owner, renewal dates, costs).
  • User seats assigned.
• Track subscription renewals and notify responsible teams before expiration.
• Regularly review software usage to identify redundancies or underused tools.

Requirements

• Proven experience as an Executive Assistant
• Fluent English, Spoken Spanish would be an advantage.
• Proactive in anticipating the CEO's needs and resolving issues before they arise.
• Highly organized, detail-oriented, and able to work independently with minimal oversight.
• Flexible hours.
• Reliable internet connection and ability to work remotely.

The main goal is to make the CEO's life easier by taking care of both personal and business admin tasks, keeping everything organized and running smoothly without needing a lot of hand-holding. If you're proactive, resourceful, and love working independently, we'd love to hear from you apply now!