Offer summary

Qualifications:

Minimum 3 years of experience as an Executive Assistant or similar role in a fast-paced environment., Exceptional organizational skills and attention to detail., Strong written and verbal communication skills, with proficiency in English., Advanced proficiency with Microsoft Office Suite and familiarity with AI-powered productivity tools..

Key responsibilities:

Manage the CEO's calendar, schedule meetings, and coordinate travel logistics.

Handle email correspondence and prepare executive-level reports.

Track action items and facilitate cross-functional collaboration across initiatives.

Conduct research for potential investment opportunities and serve as a liaison for internal and external stakeholders.

Job description

Job Title: Executive Assistant
Type: Full-Time, Remote (must have US Visa)
Working Hours: Core availability for team collaboration and meetings between 9 AM- 6 PM EST
Compensation: $2,500 - 3,000 per month

About Us
Our client is a fast-growing holding organization with a diverse portfolio spanning medical device services and strategic investments. As we scale our businesses and explore new growth opportunities, we’re seeking a highly organized, proactive Executive Assistant to partner closely with our CEO/Managing Partner and drive operational excellence across both entities.

Role Overview

As Executive Assistant, you will be the right hand to our CEO, anticipating needs, managing day-to-day operations, and ensuring seamless execution of high-impact projects. This multifaceted position blends traditional administrative support with light analytical work, project coordination, and data management. You’ll thrive in a dynamic environment, embrace ambiguity, and proactively streamline processes to keep the leadership team focused on strategic priorities.

Key Responsibilities

Executive & Administrative Support
- Manage calendar, schedule internal and external meetings, and coordinate travel logistics.
- Handle email correspondence, draft communications, and prepare executive-level reports.
Project Coordination & Follow-Up
- Track action items, deadlines, and deliverables across initiatives in the companies.
- Facilitate cross-functional collaboration, ensuring stakeholders stay aligned and accountable.
- Clean, update, and maintain key databases (CRM, deal pipelines, contact lists).
Process Improvement & Technology Adoption
- Identify bottlenecks and recommend workflow enhancements.
- Research, pilot, and implement new tools for task management, communication, and data organization.
Analytical & Research Support
- Conduct preliminary research for potential investment or partnership opportunities.
- Aggregate and summarize findings into concise decks or briefs.
Partner & Stakeholder Liaison
- Serve as primary point of contact for internal teams, external vendors, and portfolio-company leaders.
- Coordinate meetings, calls, and presentations with investors, advisors, and strategic partners.
Cross-Functional Assistance
- Provide ad hoc support to Operations and Marketing leaders as needed.
- Assist with onboarding processes for new hires and external collaborators.

Key Qualifications:

Minimum 3 years of experience as an Executive Assistant, Chief of Staff, or similar role in a fast paced startup environment.
English proficiency.
Exceptional organizational skills and attention to detail.
Strong written and verbal communication; comfortable drafting high-quality materials
Proven ability to manage multiple competing priorities.
Advanced proficiency with Microsoft Office Suite.
Familiarity with AI-powered productivity tools, Canva (or similar design platforms), and the ability to learn new software quickly.
Demonstrated problem-solving mindset and resourcefulness.

Nice to have:

Familiarity with Hubspot or similar CRM/marketing automation platforms.
Experience in the US market and familiarity with American working culture would be beneficial for seamless integration.
Familiarity with project management tools and methodologies.

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