Executive Assistant

Full Job Description

Position Overview

As the Executive Assistant, you’ll play a critical role in ensuring day-to-day operations run smoothly. You will provide direct support to our executive leadership by managing schedules, coordinating projects, handling communications, and assisting across various functions of the business. This role is ideal for someone detail-oriented, tech-savvy, resourceful, and capable of working independently in a fast-paced environment.

Job Responsibilities

Key Responsibilities

Administrative Support

• Manage executive calendars, schedule meetings, and coordinate across multiple time zones
• Monitor, manage, and respond to emails; draft and organize professional correspondence
• Prepare agendas, take meeting notes, and follow up on action items
• Assist in project management and track progress on deliverables
• Coordinate travel arrangements, accommodations, and itineraries

Operations & Communications

• Organize and maintain digital files and internal documentation
• Conduct light research and prepare summary reports or presentations
• Serve as a liaison with clients, vendors, and internal team members
• Manage social media comment engagement (Instagram, YouTube, LinkedIn)
• Coordinate operations tasks and community engagement through platforms like Circle

Finance & Documentation

• Track accounts receivable/payable and assist with basic bookkeeping
• Support expense reporting and budget tracking
• Create and maintain SOPs, flowcharts (Lucidchart), and process documentation

Leadership & Team Coordination

• Support marketing and team call coordination and agenda preparation
• Assist with broader community management and internal communications
• Provide occasional personal assistant support as needed

Job Requirements

Core Competencies

• Strong written and verbal communication
• Proactive problem-solving and initiative-taking
• Excellent time management and multitasking skills
• High level of organization and attention to detail
• Ability to maintain confidentiality and handle sensitive information
• Comfortable with remote collaboration and using productivity tools

Technical Requirements

• Proficiency with Google Workspace, Microsoft Office, Zoom, Slack, GHL, ClickUp, and Lucidchart
• Reliable internet connection and a distraction-free remote work environment

Experience Requirements

• Required: Previous experience as an Executive Assistant or in a similar administrative support role
• Preferred: Background in organizational or operational management

Work Environment

• Primarily remote, flexible schedule
• Occasional travel or in-person attendance for team events and company-wide gatherings
• Must be U.S.-based with availability during standard business hours in Central or Eastern Time

Skills Required

• Real Estate - Intermediate

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