Executive Assistant

Position Overview

The Executive Assistant position demands a highly organized, proactive individual adept at supporting executive leadership and ensuring smooth daily company operations. This multifaceted role merges executive assistance, operations management, human resources, project coordination, and systems development.

The successful candidate thrives in dynamic settings, enjoys creating systems and processes, and embraces wearing multiple hats. Responsibilities range daily from managing executive schedules and recruiting to constructing workflows in Notion, handling production logistics, or researching resources to optimize company functions.

As an integral extension of the executive team, this role safeguards executive time, prioritizes tasks, and aids in executing strategic initiatives across the organization.

Key Responsibilities

• Manage executive calendars, coordinate communications, prepare meeting agendas, notes, and follow-up actions, and safeguard executive schedules by resolving conflicts and prioritizing requests.
• Develop and maintain Standard Operating Procedures, templates, checklists, workflow documentation, file systems, and recurring reports.
• Facilitate recruitment processes including interview coordination, offer management, onboarding logistics, and maintaining employee and HR records; track attendance and support leadership in team performance monitoring.
• Assist leadership with prioritization and project management to ensure timely and organized execution.
• Research, develop, and implement AI tools and automations to enhance operational efficiency and streamline repetitive tasks.
• Conduct comprehensive research on banking, insurance, software solutions, equipment, educational institutions, and vendor comparisons to inform purchasing decisions and operational improvements.
• Manage the Shopify e-commerce platform (YDG Jewels), handling storefront updates, order fulfilment and shipping, inventory management, product updates, and customer service for orders and fulfillment.
• Oversee office and production operations including organization, weekly restocking, equipment management, production material preparation, and general operational support.
• Coordinate business errands such as postal and Apple Store tasks, assist leadership with ad hoc administrative duties, and maintain systems that enhance company-wide efficiency.

Qualifications & Skills

• Outstanding organizational and time management capabilities.
• Excellent communication skills, both written and verbal.
• Familiarity with Notion, Google Workspace, and project management tools preferred.
• Strong ability to work independently while juggling multiple priorities.
• Attention to detail paired with sound problem-solving skills.
• Confidentiality and sound judgment in handling sensitive information.
• Experience in Shopify e-commerce management, recruitment, or operational system management is advantageous.
• Interest and experience in AI tools, workflow automation, and building operational systems preferred.
• Adaptability to fast-paced startup environments.

Who We're Looking For

The ideal candidate is proactive, inventive, and passionate about creating structured workflows from complexity. They excel at anticipating challenges and devising solutions, and support leadership’s high-level execution. This position offers exposure to operations, leadership, technology, and business strategy, allowing significant company-wide impact.