Executive Admin

About the role

• Manage and organize executive inboxes
• Draft email responses in the executive's voice and communication style
• Flag priority items requiring review or action
• Reduce inbox clutter through organization, filtering, spam management, and unsubscribe tools
• Maintain daily priorities, to-do lists, and executive action items
• Organize files, folders, and business documentation
• Anticipate needs and proactively identify ways to create efficiency
• Bring solutions and recommendations, not just problems

• Schedule meetings and coordinate availability
• Send reminders and keep calendars organized
• Prepare meeting agendas and supporting materials
• Attend meetings when requested
• Capture meeting notes, decisions, and action items
• Send recap emails and follow up on commitments
• Help keep projects and priorities moving forward
• Communication & Follow-Up Management
• Track email outreach and relationship-building efforts
• Ensure important contacts, opportunities, and conversations don't fall through the cracks
• Coordinate follow-up communications and meeting scheduling
• Maintain organized records of conversations and next steps
• Track engagement and responses from outreach efforts

• Manage and maintain executive LinkedIn presence
• Create and schedule 2–3 LinkedIn posts per week
• Share updates, milestones, holidays, and relevant industry content
• Monitor important dates and proactively suggest content ideas
• Bring recommendations for visibility and engagement opportunities

• Track and organize receipts submitted through email or WhatsApp
• Categorize and prepare expense documentation for accounting review
• Maintain organized expense records
• Assist with document formatting, editing, and organization
• Maintain organized digital filing systems

• Submit end-of-day and end-of-week updates
• Provide visibility into completed work, priorities, roadblocks, and upcoming tasks
• Identify opportunities for improvement and increased efficiency
• Escalate important issues proactively

• Proven experience supporting an executive, business owner, founder, or senior leader
• Strong written and verbal English communication skills
• Ability to learn and replicate another person's communication style and voice
• Highly proactive mindset. You solve problems before they become problems
• Exceptional organization and follow-through
• High integrity and discretion when handling confidential information
• Comfortable working with a direct, high-standard executive
• AI-proficient and willing to leverage technology to improve efficiency and quality
• Strong attention to detail
• Warm, professional, and respectful communication style
• Comfortable receiving feedback and adapting quickly
• Available to work Central Time business hours

• Experience supporting a senior executive in a compliance-driven, highly regulated, or professional services environment
• Background in marketing, content creation, or social media management
• Experience managing executive inboxes at a high level
• Experience working with leaders who are new to having Executive Assistant support
• Familiarity with process improvement and operational organization
• Experience handling meeting notes, action-item tracking, and project coordination
• Comfortable suggesting ideas, improvements, and solutions
• Reliable, consistent, and highly dependable
• Thrives in a relationship-first culture built on trust, loyalty, and care
• Comfortable with gradual trust-building and increasing responsibility over time
• Experience working remotely with U.S.-based executives