Executive Assistant / Personal Secretary

Job Overview

We are looking for a highly organized, tech-savvy, and proactive Executive Assistant / Personal Secretary to assist our COO and CEO with both professional and personal administrative duties. This remote role demands excellent communication skills, meticulous attention to detail, and the ability to confidently handle multiple tasks in a dynamic setting.

Primary Duties

• Manage incoming calls, including answering, screening, message-taking, and redirecting as needed.
• Oversee the COO’s email inbox by organizing, monitoring, drafting, and responding to communications.
• Coordinate and schedule meetings, appointments, and events across various time zones using calendar applications.
• Liaise with clients to confirm appointments, issue reminders, and manage rescheduling requests.
• Arrange restaurant, event, and travel bookings, including itinerary preparation.
• Maintain task lists, monitor deadlines, and follow up on pending items for both COO and CEO.
• Prepare meeting agendas, take comprehensive notes, and circulate meeting summaries.
• Safeguard confidentiality by handling all matters with utmost discretion and integrity.
• Conduct research as required to support leadership needs.
• Draft, prepare, and review proposal documents before submission.

Qualifications

• Demonstrated experience in Executive Assistant or Personal Secretary roles.
• Strong verbal and written communication skills.
• Proficient with Google Workspace, Microsoft Office Suite, Zoom, and calendar management tools.
• Exceptional organizational skills with ability to multitask effectively.
• Comfortable working independently in a remote environment.
• Trusted to handle sensitive information confidentially.
• Available during standard business hours with flexibility to adjust as necessary.

Preferred Additional Skills

• Past experience supporting C-level executives.
• Background in client-facing or customer service roles.
• Proven ability to prepare executive-level documents and coordinate meeting preparations efficiently.