High-Level Executive Assistant

Job Type: Part-Time | Full-Time 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 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.