Executive Assistant

Executive Assistant
Employment Type: Full-Time
Schedule: 9:00 AM – 5:00 PM PST, Monday–Friday

Position Overview
We are seeking an experienced, highly organized, and proactive Executive Assistant to provide direct support to an executive in a fast-paced business environment.

The ideal candidate will have strong experience managing executive communications, calendars, scheduling, follow-ups, and administrative coordination. This individual must be highly dependable, detail-oriented, and capable of managing multiple priorities with minimal supervision.

The Executive Assistant will serve as a key point of coordination across internal teams, external partners, vendors, candidates, and other stakeholders, ensuring that important communications, meetings, agreements, and action items are handled efficiently and professionally.

Key Responsibilities

Executive Support & Inbox Management
Manage and organize multiple email inboxes, including executive and role-based inboxes.
Triage incoming emails, prioritize urgent and important matters, and ensure timely responses.
Draft and send professional correspondence on behalf of the executive.
Track open email threads and proactively follow up to ensure matters are resolved.
Maintain inbox organization and filter promotional, marketing, and low-priority communications.
Identify items requiring executive attention and escalate appropriately.

Calendar & Scheduling Management
Own and manage the executive's calendar.
Schedule meetings, interviews, calls, and appointments across multiple stakeholders.
Coordinate availability and resolve scheduling conflicts.
Send calendar invitations and confirmations.
Communicate directly with internal and external parties to coordinate meetings and ensure schedules remain accurate and up to date.

Phone & Communication Support
Answer incoming calls professionally when required.
Make outbound calls on behalf of the executive.
Communicate with clients, candidates, vendors, partners, and other stakeholders.
Take accurate notes and ensure necessary follow-up actions are completed.

Contract & Agreement Coordination
Coordinate contracts and agreements through the review and signing process.
Manage and follow up on DocuSign agreements and other business documents.
Track outstanding agreements and ensure timely completion.
Escalate delayed or pending agreements when necessary.

Invoice & Payment Coordination
Coordinate with the Accounting team regarding outstanding invoices and contractor payments.
Track open payment-related items and follow up with relevant parties.
Maintain visibility on outstanding invoices and escalate unresolved issues when appropriate.
Support administrative coordination only; this role does not involve bookkeeping.

Vendor & Partner Coordination
Manage follow-ups with vendors, partners, contractors, and other external contacts.
Keep outstanding requests, deliverables, and conversations moving forward.
Monitor commitments and deadlines and proactively follow up on overdue items.
Escalate issues or delays when appropriate.

Travel & Event Coordination
Coordinate business travel, including flights, accommodations, transportation, and itineraries.
Assist with logistics for conferences, business events, and meetings.
Maintain accurate travel schedules and ensure relevant details are communicated in advance.

HR & Onboarding Support
Assist with employee and contractor onboarding logistics.
Coordinate start dates, onboarding documents, paperwork, and related administrative requirements.
Work closely with HR and other stakeholders to ensure onboarding activities are completed on time.


Required Qualifications
3+ years of professional experience as an Executive Assistant or in a directly equivalent high-level administrative support role.
Fluent in English, both written and spoken.
Proven experience managing multiple email inboxes and handling high-volume correspondence.
Demonstrated experience with email triage, prioritization, drafting responses, and follow-up.
Proven experience managing an executive calendar and coordinating complex schedules.
Experience scheduling meetings across multiple stakeholders and resolving calendar conflicts.
Comfortable answering and making professional phone calls on behalf of an executive.
Strong organizational and time-management skills.
Exceptional attention to detail and follow-through.
Ability to manage multiple responsibilities and shifting priorities in a fast-paced environment.
Ability to work independently, exercise good judgment, and proactively identify what needs to be done.
High level of professionalism, discretion, and confidentiality.

Ideal Candidate
The ideal candidate is a proactive problem-solver and strong communicator who can operate independently and stay ahead of an executive's needs.

You are someone who:

Takes ownership rather than waiting for instructions.
Anticipates next steps and proactively follows up.
Can manage a high volume of emails, schedules, and administrative tasks without losing attention to detail.
Is highly organized and structured in your approach to work.
Communicates professionally with both internal and external stakeholders.
Has excellent judgment regarding priorities and escalation.
Consistently follows through and ensures tasks are completed.
Can confidently manage multiple responsibilities while maintaining a high standard of work.


How to Apply

Applicants must submit all of the following — incomplete applications will NOT be considered:

-Link to your updated resume or CV
-Short cover letter (3–5 sentences) describing your EA experience, the number of years of experience you have, and the tools you use daily
-Portfolio link (Google Drive, Notion, Behance, or personal site)
-If you have read this far, please use “ExecutiveBlended” as the subject line of your email
-Your available start date