Executive Assistant

Position Overview

We are seeking a highly organized, professional Executive Assistant to provide comprehensive support to senior executives and business leaders. This role requires exceptional communication skills, discretion, and the ability to anticipate needs while managing complex schedules and priorities. The successful candidate will serve as the primary point of contact for executives, handling sensitive information and representing them professionally in all communications.

Responsibilities

• Manage complex calendars, schedule high-priority meetings, and coordinate with multiple stakeholders
• Handle confidential correspondence and communications on behalf of executives
• Screen and prioritize emails, calls, and requests, ensuring timely responses to urgent matters
• Prepare executive-level documents, presentations, and reports with meticulous attention to detail
• Coordinate board meetings, leadership team gatherings, and other high-level events
• Conduct research, compile information, and prepare briefing materials for meetings and decisions
• Manage travel arrangements including itineraries, accommodations, and logistics
• Serve as a liaison between the executive and internal/external stakeholders
• Track and follow up on important actions, decisions, and commitments
• Manage special projects and initiatives as assigned by the executive
• Handle expense reports and assist with basic financial administration tasks
• Maintain organized digital filing systems for easy retrieval of important documents

Qualifications

• Minimum of 2 years of experience as an executive assistant or in a similar role
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint) is a must
• Experience with Google Workspace (Gmail, Docs, Sheets, Calendar) is a must
• Proficiency in AI software and tools (such as ChatGPT, Claude, Midjourney, or similar AI assistants) is a must
• Exceptional written and verbal communication skills in English (CEFR level B1 or above required), with strong attention to grammar and detail
• Advanced organizational skills and ability to prioritize competing demands
• Discretion and professionalism when handling confidential information
• Proactive problem-solving abilities and critical thinking skills
• Ability to work independently with minimal supervision
• Experience supporting C-level executives preferred
• Knowledge of business operations, corporate governance, and executive protocols
• Familiarity with project management and task tracking tools (such as Asana, Monday.com, Trello, ClickUp, or Notion)
• Bachelor’s degree preferred but not required with sufficient experience

Technical Requirements

Computer System

• Processor: Minimum Intel Core i5/AMD Ryzen 5 or equivalent (i7/Ryzen 7 recommended for multitasking)
• RAM: 8GB minimum, 16GB recommended for handling multiple applications simultaneously
• Storage: 256GB SSD minimum (512GB+ recommended)
• Operating System: Up-to-date Windows 10/11 or macOS (last 2-3 versions)

Internet Connection

• Speed: Minimum 25 Mbps download/10 Mbps upload (50+ Mbps download recommended)
• Backup Solution: Mobile hotspot or secondary internet option for emergencies
• Ethernet Connection: Wired connection option for optimal stability during important meetings

Others

• Headset: High-quality noise-canceling headphones with microphone
• Webcam: 1080p resolution minimum
• Monitor: Minimum 21-inch screen with 1080p resolution minimum

Hours and Availability

• Flexibility to align with client’s time zone and schedule
• Availability during core business hours with some flexibility for urgent tasks
• Ability to handle occasional time-sensitive matters outside regular hours

What We Offer

• Premium compensation reflecting the advanced skills and responsibilities required
• Long-term client relationships for stable, ongoing work
• Professional development opportunities to enhance executive support skills
• Supportive team environment with mentorship from experienced colleagues
• Opportunities for career advancement within The Curious Owls

Application Process

To apply, please submit your resume, a cover letter highlighting your administrative experience, and professional references to [email protected]. Include “Executive Assistant Application” in the subject line.

The Curious Owls values diversity and is committed to providing equal employment opportunities. We encourage applications from all qualified individuals regardless of background.