Executive Assistant

Role Overview:

The Executive Assistant is a direct extension of the executive they support. Their job is to protect time, reduce friction, ensure execution, and maintain visibility across all high-priority responsibilities — whether or not they are the one physically doing the work. While others may be assigned tasks, the EA is expected to follow up relentlessly and make sure it gets done.

Key Responsibilities:

1. Inbox & Communication Management

• Monitor, sort, and organize all incoming emails.
• Reply directly to clear-cut requests (e.g., scheduling, inquiries).
• Draft and prepare responses for review.
• Create and maintain templates for common replies.
• Unsubscribe from irrelevant email lists and block spam.
• Set reminders for follow-ups and ensure closure on all conversations.
  
  

2. Calendar & Scheduling

• Fully manage the calendar: meetings, travel, internal/external appointments.
• Prioritize how time is spent — external meetings earlier in the day, internal later.
• Add full context to every calendar event (e.g., location, links, prep notes).
• Confirm attendance and follow up with invitees.
• Resend meeting details or links as needed.
  
  

3. Meeting Support

• Join meetings (camera off unless otherwise needed).
• Take notes, track decisions, assign action items.
• Immediately record action items in the tracking system.
• Ensure follow-through from participants.
  
  

4. Strategic & Executive Support

• Attend planning, strategy, and leadership meetings when appropriate.
• Prepare decision-making briefs outlining pros, cons, risks, and options.
• Maintain a priority tracker for items requiring executive decision or input.
  
  

5. Reporting & KPI Monitoring

• Compile weekly/monthly reports or dashboards.
• Track business KPIs (sales, utilization, performance metrics, etc.).
• Flag any variances or issues needing executive attention.
  
  

6. Hiring & Onboarding Support

• Assist with posting jobs and screening applicants.
• Schedule interviews and provide candidates with instructions.
• Coordinate onboarding: document signing, access, and checklists.
• Follow up with internal stakeholders to ensure tasks are completed.
  
  

7. Document & File Management

• Own naming conventions, folder organization, and version control.
• Maintain key files: agreements, contracts, SOPs, policies.
• Ensure signed documents are collected, stored, and backed up.
  
  

8. Expense & Vendor Oversight

• Track receipts, expenses, and manage expense reports.
• Ensure reimbursements and spending logs are complete and submitted.
• Maintain a vendor renewal calendar.
• Follow up with responsible team members if renewals, reviews, or renegotiations are due.
  
  

9. Personal Administrative Support

• Manage personal scheduling: travel, appointments, reminders.
• Coordinate personal errands or logistics as needed.
• Send gifts, cards, or tokens of appreciation on key dates (holidays, birthdays, etc.).
  
  

10. Project Coordination

• Track timelines, deliverables, and deadlines for key projects.
• Follow up with staff at Lisi Services to ensure assigned work is completed.
• Escalate blockers and provide status updates to the executive.
  
  

11. Policy & Compliance Admin

• Maintain digital copies of NDAs, policies, contracts, and compliance docs.
• Ensure all documents are signed and filed correctly.

Follow up with team members to close any documentation gaps.

• Proactive: Doesn't wait to be told — sees what's missing and handles it.
• Relentless Follow-Up: Others may do the task, but it's on the EA to make sure it's done.
• Organized & Detailed: Systems are clean, clear, and predictable.
• Discreet: Handles confidential and personal matters with full trust.
• Professional Communicator: Communicates clearly, fast, and appropriately for the context.
• Accountable: Works directly for the executive and protects their time, focus, and bandwidth.
  

• Client Relationship : You will be directly working with the client. This means that you will communicate with the client, provide services, and address any client-related matters independently.
• Payments : All payments for your services will be handled by the client. Elevate and Delegate is not involved in processing your payroll. Your salary will directly go to you.
• Vacation Leaves and Holidays : While we may have recommendations or guidelines regarding vacation leaves and holidays, the decision is entirely at the discretion of the client. You are expected to align your schedule with the client's business needs and any specific policies or preferences they may have in this regard.

Salary : $1200-$1800/month

Timezone: EST