Executive Assistant

Posted 3 months agoViewed

View full description

💎 Seniority level: Executive

📍 Location: Canada

🔍 Industry: Interior décor technology

🏢 Company: Leap Tools👥 101-250 Internet Augmented Reality Information Technology Data Visualization

🗣️ Languages: English

🪄 Skills: Project ManagementAttention to detailOrganizational skillsMultitaskingMicrosoft Office SuiteExcellent communication skills

Requirements:

Excellent business communication skills, both written and verbal.
Comfortable with online productivity tools such as Google Docs, Word, Sheets, and Excel.
Ability to improve productivity and efficiency through organized support and proactive assistance.
Meticulous attention to detail in all tasks and communications.
Experience in anticipating potential issues and developing preemptive solutions.
Proven ability to create and manage comprehensive checklists and to-do lists.
Maintain security of personal information and sensitive company data.
Adaptability to take on increased responsibilities as the role and company evolve.
A track record of successfully managing complex projects or events, demonstrating strong organizational and problem-solving abilities.
Experience in a start-up/scale-up environment or education in a relevant field is an asset.

Responsibilities:

Manage complex travel arrangements for CEO and senior leadership, ensuring efficiency and cost-effectiveness.
Review, prioritize, and manage the CEO's email inbox, responding to or redirecting emails as necessary.
Monitor action items and follow-ups from meetings, ensuring responses are obtained before subsequent meetings.
Assist in creating detailed meeting agendas and distributing relevant documents for proper preparation.
Schedule and coordinate appointments, meetings, and events to optimize the CEO's time.
Act as a liaison between the CEO and executives, employees, and external stakeholders.

Apply

Related Jobs

Apply

🔥 Executive Assistant

Posted 3 days ago

📍 Canada

🧭 Full-Time

🏢 Company: Docker👥 251-500💰 $105,000,000 Series C about 3 years agoDeveloper Tools Developer Platform Information Technology Software

🔧 Requirements

5+ years experience providing executive administrative support to Sr. VP levels and or above, across functions and timezones.
High level of discretion, professionalism and integrity.
Excellent oral and written communication skills, with a high degree of diplomacy.
Previous experience & strong calendaring skills using Gmail and Google Calendar in a work environment.
Problem solving skills.
Experience working with other executive assistants in a high-functioning, fast paced environment.
Ability to anticipate the needs of the executive team.
Demonstrated ability to book domestic and international travel (Navan experience preferred, but not required).
Ability to prioritize, focus and organize your workload each day.
Familiarity with Audio Visual conferencing/event tools such as Zoom (preferred), and or Microsoft Teams).
Heavy multi-tasker (email, instant messaging, calendaring, project management, etc)
Ability to plan internal and external offsites, and travel when needed.
Ability to demonstrate a methodical and effective approach to projects and deadlines; proactively communicating progress along the way.
Solid time management skills.
Self-motivated and able to work both collaboratively and independently.
Eager to share knowledge and build awareness; teamwork driven.
Has a growth mindset; improvement oriented.
Active driver’s license.
Valid US passport.

💡 Responsibilities

Comprehensive, executive-level support for 2 or more executives.
Exceptional travel booking and troubleshooting skills; on-call when an assigned executive team member is traveling.
Inbox management.
Liaise and schedule meetings with internal and external stakeholders, such as internal employees, strategic partners, media and customers, while also handling sensitive information with discretion.
Work cross functionally with other team members and build strategic partnerships
Partner with respective executives to ensure their time is effectively optimized.
Provide back-up support for any administrative team member that may be out due to PTO, including the EA to the CEO.
Maintain a perfect track record when it comes to handling confidential information.
Manage information flow in a timely and accurate manner.
Assist with the onboarding of executive new hires for your respective teams. Work closely with your execs, IT and HR to ensure new hires are set up for success. Be regularly available as a “new hire buddy” and go-to resource.
Help create and maintain processes and standards; always looking for improvement opportunities.
Assist executives with note-taking, action item tracking in meetings and managing logistics.
Set up conferences, meetings, team offsites, etc.; both virtual and onsite when needed. Available to start early or stay late when events/issues call for it (e.g. company events, travel delays).
Open to travel domestically and internationally when needed.
Adhoc projects and requests as assigned.

Administrative ManagementCommunication SkillsMicrosoft OfficeAttention to detailOrganizational skillsTime ManagementMultitaskingDocumentationInterpersonal skillsRelationship buildingProblem-solving skillsMS OfficeCross-functional collaboration

Posted 3 days ago

Apply

🔥 Executive Assistant

Posted 21 days ago

📍 Canada

🏢 Company: Smart Apartment Data👥 11-50 Internet Computer Software

🔧 Requirements

Strong organization, communication, and project management skills.
Familiarity with project management tools.
Ability to multi-task and prioritize in a fast-paced environment.
High attention to detail, discretion, and professionalism.

💡 Responsibilities

Support the CEO & Founder in managing department leaders and projects.
Act as the primary contact for internal teams, ensuring effective communication.
Oversee project timelines, deliverables, and follow-ups while identifying risks.
Plan and execute executive meetings and events, including follow-ups.
Manage travel, accommodations, and expenses for executives.
Ensure compliance with company policies and administrative standards.

Project ManagementProject CoordinationHR ManagementCross-functional Team LeadershipOperations ManagementAdministrative ManagementCommunication SkillsMicrosoft ExcelAttention to detailOrganizational skillsTime ManagementMS OfficeFluency in EnglishRecruitmentRisk ManagementStakeholder management

Posted 21 days ago

Apply

🔥 Ariana Hall - Executive Assistant

Posted 24 days ago

📍 Canada, Mexico, Argentina, Honduras, Brazil

🧭 Full-Time

💸 2000.0 - 2500.0 USD per month

🔍 Coaching

🏢 Company: JobRack

🔧 Requirements

5+ years of Executive Assistant experience in a high-performance environment
A natural ability to organize, anticipate, and execute at the highest level
Exceptional communication skills—you’re clear, concise, and professional
Tech-savvy with experience using productivity tools and systems

💡 Responsibilities

Be the right hand to the CEO, ensuring seamless operations and time management.
Manage scheduling, emails, and travel logistics with efficiency and foresight.
Anticipate needs and proactively solve problems before they arise.
Handle high-level communication with clients, partners, and team members.
Support clients with scheduling and payment processes (Google Suite: spreadsheets, docs, surveys).
Own special projects that keep the business running smoothly and growing.
Manage social media by drafting posts well in advance and posting at specific times (9:48 AM CT), engaging with the audience, and replying to comments (Canva).
Handle personal tasks like booking appointments, making purchases, tracking deliveries, and conducting research.
Support the CEO in business development tasks, CRM work, and daily group course registrations.
Protect time and priorities, allowing the CEO to focus on impact and results.

Communication SkillsProblem SolvingCustomer serviceOrganizational skillsTime ManagementMicrosoft Office SuiteMS OfficeWritingCRM

Posted 24 days ago

Apply

🔥 CPT-8242 High Level Executive Assistant

Posted about 1 month ago

📍 Worldwide

🧭 Part-Time

🔍 Healthcare, Mental Health, Coaching, and Wellness Services

🏢 Company: 20four7VA👥 51-100 Staffing Agency Recruiting

🔧 Requirements

Proven experience as an Executive Assistant, Business Support VA, or Project Manager, preferably with a background in mental health, coaching, or wellness.
Strong organizational and time management skills with the ability to prioritize tasks independently.
Excellent verbal and written communication skills with strong grammar and attention to detail.
Ability to implement action plans, improve business operations, and support executive-level decision making.
High level of discretion and professionalism in handling confidential information.
Experience with lead nurturing, appointment scheduling, and customer engagement strategies.
Proficiency in Go High Level (GHL) – CRM management, automation, lead tracking, and campaign execution.
ClickUp – Task and project management, workflow automation.
TherapyNotes – Client management, scheduling, and administrative support.
Microsoft Office Suite – Document preparation, reporting, and correspondence.

💡 Responsibilities

Manage executive calendars, schedule meetings, and coordinate travel arrangements.
Prepare reports, presentations, and correspondence.
Handle confidential information with discretion.
Organize and maintain Standard Operating Procedures (SOPs) for efficiency and consistency.
Track key performance indicators (KPIs) and generate business performance reports.
Implement action plans to improve business operations.
Oversee client onboarding and management processes, ensuring seamless scheduling, follow-ups, and engagement tracking.
Coordinate and support company-wide wellness programs and initiatives.
Track project milestones and ensure timely completion.
Manage and optimize workflows in ClickUp, ensuring all tasks are properly assigned and completed on time.
Develop and promote mental health and wellness programs within the company.
Provide coaching and support to staff on wellness practices.
Organize wellness workshops, training sessions, and seminars.
Serve as the point of contact between executives and internal/external stakeholders.
Draft and proofread documents, emails, and other communications.
Facilitate effective communication and collaboration within the team.
Manage and respond to inquiries from clients, partners, and leads via email, phone, and chat.
Assist in appointment setting and lead nurturing for business services.
Track and manage referral programs and client retention initiatives.
Support in client engagement efforts, including reminders, surveys, and progress tracking.
Assist in implementing marketing strategies, including content management and social media coordination.
Support in drafting and scheduling email campaigns via CRM tools.
Maintain brand consistency in external communications, presentations, and materials.
Conduct basic market research and competitor analysis to refine business strategies.
Maintain and troubleshoot TherapyNotes, ClickUp, and other business management software.
Ensure CRM data integrity and client tracking are maintained at optimal levels.
Assist in automating repetitive administrative tasks for increased efficiency.
Manage lead pipelines within GHL, ensuring all leads are properly categorized and nurtured.
Automate and track follow-ups, lead conversions, and client interactions inside GHL.
Maintain accurate CRM data hygiene—regularly updating client profiles, tracking notes, and removing outdated contacts.
Set up and manage appointment calendars using GHL’s scheduling system.
Automate consultation booking sequences and follow-up reminders for potential clients.
Monitor and resolve booking conflicts, reschedule requests, and no-show follow-ups.
Assist in creating and scheduling email campaigns and automated workflows inside GHL.
Draft and send client reminders, promotional emails, and nurture sequences based on lead behavior.
Run SMS follow-ups and engagement campaigns for clients and potential leads.
Monitor and update funnels, landing pages, and opt-in forms as needed.
Track funnel performance metrics and provide reports on conversion rates and engagement levels.
Assist in implementing A/B testing on landing pages for higher lead conversion.
Oversee chatbot automation and FAQ responses inside GHL.
Manage inbound call routing and SMS responses based on automation workflows.
Track call logs, follow-up actions, and client inquiries for response optimization.
Assist in setting up and managing online courses or membership portals inside GHL.
Provide basic member support, access troubleshooting, and engagement tracking.
Generate and analyze GHL dashboard reports for marketing, sales, and client engagement.
Track lead conversion rates, campaign effectiveness, and appointment show rates.
Provide weekly/monthly insights on what’s working and what needs improvement.

Project ManagementAdministrative ManagementBusiness OperationsCommunication SkillsCustomer serviceAttention to detailOrganizational skillsTime ManagementMicrosoft Office SuiteMS OfficeTeamworkReportingClient relationship managementData entrySales experienceMarket ResearchMarketingLead GenerationCRMCustomer supportEnglish communicationA/B testing

Posted about 1 month ago

Apply

🔥 Executive Assistant

Posted about 2 months ago

📍 United States, Netherlands, United Kingdom, Ireland, Estonia, Portugal, France, Sweden, Canada

🧭 Full-Time

🔍 Electric utility and climate technology

🏢 Company: Overstory👥 1-10 E-Commerce

🔧 Requirements

5+ years of experience as an executive assistant, ideally to a CEO.
Experience in early-stage start-ups and familiarity with fast-paced environments.
Self-starter capable of identifying and solving challenges.
Exceptional verbal and written communication skills in English.
Ability to leverage AI for increased efficiency.
Strong organizational and interpersonal skills for handling sensitive information.
Located in a GMT/CET time zone.

💡 Responsibilities

Help the CEO stay organized by managing her calendar and scheduling meetings.
Prepare meeting materials and organize business trips.
Coordinate remote office operations, including vendor subscriptions and mail.
Assist hiring managers with recruitment by tracking candidate progress and scheduling interviews.

Communication SkillsOrganizational skillsWritten communicationVerbal communicationRecruitment

Posted about 2 months ago

Apply

🔥 Executive Assistant

Posted 2 months ago

📍 United States, Canada

🧭 Full-Time

💸 137000.0 USD per year

🔍 Creator Marketing

🔧 Requirements

Demonstrated experience as an executive assistant, program manager, or in an equivalent role, in a fast-paced environment.
Comfort with data, metrics, and creating reports.
Thorough experience with scheduling, organization, time management, and travel logistics.
Thoughtful, direct, and kind communication skills, both verbal and written.
Strong project management skills - you're not afraid of tight deadlines and you keep your work organized and outcome-focused.
Comfort handling confidential and highly sensitive information with discretion.
A calm, professional, and approachable demeanour when handling sensitive issues or tricky changes in priority.
Comfort making adjustments and changes on the fly with a positive, collaborative attitude.
Strong social and emotional intelligence - you enjoy cultivating relationships with all types of people.
Adaptable and flexible - you're comfortable handling miscellaneous projects and duties as needed.
Be autonomous and self-motivated to work effectively in a 100% remote company.
Have enthusiasm for and belief in our mission, vision, and values.

💡 Responsibilities

Understand top priorities of the product and engineering org to support the VP of Product and Director of Engineering and advance initiatives.
Optimize schedules to create more focused work time, ensuring their time is focused on high-priority tasks by managing schedules, meetings, and project updates.
Partner with leadership, product, and engineering, to facilitate quarterly planning cycles, coordinating schedules, deliverables, and follow-through on goals and milestones.
Take ownership of key projects, ensuring timely progress by identifying blockers, coordinating with stakeholders, and maintaining clear communication.
Plan, prepare, and facilitate meetings, including agendas, taking detailed notes, and tracking action items.
Act as a liaison between leadership and broader teams, ensuring seamless communication and alignment on initiatives and priorities.
Prepare reports and track progress against goals. Manage performance metrics for the teams.
Identify and implement improvements to systems and processes to increase efficiency and reduce friction in day-to-day operations.
Coordinate travel logistics and prepare for key events such as team retreats, board meetings, and conferences.
Handle sensitive information with discretion, maintaining trust and professionalism in all interactions.
Manage multiple email inboxes.

Project ManagementData AnalysisCommunication SkillsTime Management

Posted 2 months ago

Apply

🔥 Executive Assistant

Posted 4 months ago

📍 United States, Canada

🧭 Full-Time

🔍 Environmental Management

🔧 Requirements

3 years or more proven experience as a Virtual, Executive, or Personal Assistant.
Proficient in emerging technologies (e.g., AI tools, cloud services, VoIP) and Microsoft Office.
Skilled in word processing, spreadsheets, and online scheduling tools (e.g., Outlook, Google Calendar).
Strong phone, email, and messaging communication skills.
Excellent organizational, time management, and written communication abilities.
Discretion, confidentiality, and professionalism.
Experience with social media management, especially LinkedIn.
Access to a quiet, dedicated workspace.
Experience with Xero is an advantage.

💡 Responsibilities

Manage the GM’s calendar, schedule meetings, and coordinate appointments.
Arrange travel plans, itineraries, and accommodations.
Organize and maintain files, documents, and reports.
Track timelines, tasks, and deliverables using Monday.com.
Assist with coordinating environmental research projects and meeting deadlines.
Monitor progress and provide regular updates to the GM.
Draft, proofread, and edit emails, reports, and presentations.
Manage communications, ensuring timely responses and follow-ups.
Prepare meeting agendas and record accurate minutes.
Conduct research to support environmental initiatives.
Compile data for reports, presentations, and publications.
Update databases with relevant information.
Prioritize and manage the GM’s tasks effectively, ensuring nothing falls through the cracks.
Set reminders for important deadlines, meetings, and events.
Review scientific and technical documents for accuracy, grammar, and formatting.
Ensure consistency and quality in all written communications and publications.
Assist with the preparation of grant applications, proposals, and environmental assessments.
Coordinate with internal teams and external stakeholders as needed.
Handle other administrative or operational tasks to support the GM effectively.

Project ManagementData AnalysisCommunication SkillsMicrosoft Office SuiteResearchEditing

Posted 4 months ago

Apply