Executive Assistant

About the Role
Today's Business (TB) is hiring a Virtual Executive Assistant to support the CEO and leadership team, taking over the full scope currently owned by our outgoing Executive Assistant. This is a high-trust, high-visibility role that blends traditional EA/calendar work with light HR coordination, recruiting logistics, and personal support for the CEO. The right person is unflappable, discreet, fast-responding, and comfortable juggling business-critical and personal tasks in the same afternoon.

Key Responsibilities
Executive Support for the CEO
Own the CEO's calendar end-to-end: schedule, reschedule, and resolve conflicts across internal huddles, client calls, and external partner meetings.
Build and circulate agendas for recurring leadership and check-in meetings; keep a running huddle-notes document (topics, action items, follow-ups) between the CEO and VP of Growth.
Draft, proofread, and send correspondence on the CEO's behalf; manage inbox triage and flag time-sensitive items.
Coordinate travel logistics (flights, hotels, ground transport) for the CEO and visiting partners/leadership.
Handle restaurant reservations, event RSVPs, and day-to-day booking requests (e.g., reservation platforms).
Personal Task Management for the CEO
Manage personal errands and occasion-based tasks: ordering flowers, gifts, and treats for family birthdays and milestones, coordinating delivery windows, and confirming vendors.
Track and action recurring personal to-dos raised in weekly check-ins (home services/vendor scheduling, personal appointments, etc.).
Handle sensitive personal/business-adjacent paperwork with discretion (e.g., tax document requests, insurance correspondence) — routing to the right internal party (finance, accountant) rather than handling financial specifics directly.
Maintain strict confidentiality on all personal matters; use discretion in what is shared with other tea ---------- mbers.
HR & Recruiting Support
Coordinate new-hire and intern onboarding: confirm start dates and schedules, provision access to ---------- and other core systems, and loop in the right department leads.
Schedule and confirm interviews and intro calls with candidates; keep hiring managers updated on candidate responses and availability.
Support company culture and engagement initiatives (team lunches, monthly culture events, wellness/step challenges) — organizing sign-ups, logistics, and communications.
Coordinate headcount confirmations and logistics for all-hands, department, and leadership meetings (room bookings, attendance tracking, invite management).
Partner with the HR/People contact on general employee-logistics requests (equipment, access, meeting scheduling) as needed.
Administrative & Vendor Coordination
Track recurring vendor payments and subscriptions; flag renewals, billing discrepancies, or failed transactions to finance for resolution.
Assist with company card administration matters (e.g., verifying charges, connecting vendors with the right point of contact) in coordination with finance — without independent authority over financial accounts.
Maintain org logins/access reference sheets and helpful-links documentation used by leadership.
Support ad hoc business development coordination: scheduling intro/partner calls, following up on meeting times, and keeping partner threads moving.
Communication & Follow-Through
Serve as a reliable point of contact between the CEO/leadership and internal teams or external partners for scheduling and logistics questions.
Proactively follow up on open action items fro ---------- etings until closed.
Flag anything time-sensitive or unusual immediately rather than letting it sit in a queue.

What We're Looking For
3+ years of experience as an Executive Assistant, Virtual Assistant, or similar role supporting a senior executive.
Proven experience managing both professional and personal tasks for an executive with equal care and discretion.
Comfort with light HR/recruiting coordination (scheduling interviews, onboarding logistics) — no HR certification required, but organized and people-friendly.
Excellent written English and a fast, clear communication style over Slack and email.
Strong command of Google Workspace (Calendar, Docs, Sheets, Gmail) and comfort learning tools like Slack and ---------- .
High discretion and trustworthiness — this role regularly touches confidential business and personal information.
Highly responsive and available during core Eastern Time business hours; comfortable with occasional urgent, same-day requests.
A calm, unflappable, no-drama approach to a fast-moving, sometimes-changing schedule.

Confidentiality
This role has access to sensitive company and personal information, including scheduling details, vendor and financial coordination, and personal matters concerning the CEO and his family. All information encountered in the course of this role is strictly confidential and may not be shared outside of approved channels, during or after employment.