administrative executive assistant

Pronyx Trading LLC

<div>
 Job Summary
 
 We are seeking a highly organized and proactive Administrative &amp; Executive Assistant to support the daily operations of the office and provide personal assistance to the CEO. The ideal candidate will manage administrative tasks, coordinate internal and external communications, handle government-related processes in the UAE, and assist with executive scheduling, travel arrangements, and confidential matters. The role also requires handling external errands, coordinating with government authorities, and ensuring the smooth and efficient functioning of office operations.
 
 Key ResponsibilitiesOffice Administration
 
 &middot;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Manage the reception area and facilitate internal and external communications including emails, phone calls, packages, and correspondence.
 
 
 &middot;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Provide general support to clients and visitors.
 
 
 &middot;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Maintain office supplies, equipment, and inventory levels ensuring availability and efficiency.
 
 
 &middot;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Develop and maintain organized filing systems for both physical and digital records.
 
 
 &middot;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Prepare reports, letters, spreadsheets, presentations, and administrative documents.
 
 Executive &amp; Personal Assistant Duties
 
 &middot;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Provide full administrative and personal support to the CEO.
 
 
 &middot;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Manage calendars, appointments, and meeting schedules.
 
 
 &middot;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Organize meetings, book venues, prepare materials, and record meeting minutes.
 
 
 &middot;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Coordinate travel arrangements including flights, hotels, transportation, and required documentation.
 
 
 &middot;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Assist the CEO with personal administrative tasks and confidential matters when required.
 
 
 &middot;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Act as the primary point of contact between executives, employees, clients, and external partners.
 
 HR &amp; Employee Administration
 
 &middot;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Assist in job posting, recruitment coordination, and employee onboarding.
 
 
 &middot;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Maintain employee attendance and leave records.
 
 
 &middot;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Maintain accurate employee documentation and HR records.
 
 Government &amp; Visa Processing
 
 &middot;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Process company trade license, establishment card, Ejari, visas, Emirates IDs, and insurance documentation.
 
 
 &middot;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Coordinate with UAE government entities such as MOHRE, GDRFA, DED, TASHEEL, AMER, RTA, and other relevant authorities.
 
 Finance &amp; Administrative Support
 
 &middot;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Manage petty cash transactions and prepare reconciliation reports.
 
 
 &middot;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Maintain records of financial transactions and administrative expenses.
 
 External Errands &amp; Government Visits
 
 &middot;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Handle administrative tasks outside the office such as visiting government departments, banks, courier services, and other institutions.
 
 
 &middot;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Submit and collect official documents when required.
 
 
 &middot;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Support company administrative processes with external entities.
 
 Utilities &amp; Services Management
 
 &middot;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Manage company utility accounts including DEWA, DU, Etisalat, and Aquacool.
 
 
 &middot;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Ensure timely payments, renewals, and updates of services.
 
 Requirements
 
 &middot;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Bachelor&rsquo;s degree in Business Administration, Office Management, Secretarial Studies, or a related field.
 
 
 &middot;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Minimum 4&ndash;5 years of UAE experience in roles such as Secretary, Office Administrator, Executive Assistant, Personal Assistant, or HR Assistant.
 
 
 &middot;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Must be currently located in the UAE.
 
 
 &middot;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Strong communication and interpersonal skills.
 
 
 &middot;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Excellent time management and multitasking abilities.
 
 
 &middot;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Strong organizational and problem‑solving skills.
 
 
 &middot;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;High attention to detail and ability to work independently.
 
 
 &middot;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
 
 
 &middot;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Experience working with senior executives is an advantage.
 
 
 &middot;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Familiarity with UAE labor processes, visa procedures, Emirates ID applications, and government portals.
 
 
 &middot;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Knowledge of trade license, business setup, and Ejari procedures.
 
 
 &middot;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Familiarity with Dubai government institutions and administrative processes.
 
 Additional Qualities
 
 &middot;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Positive attitude and professional demeanor.
 
 
 &middot;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Strong confidentiality and integrity.
 
 
 &middot;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Ability to work under pressure and manage multiple responsibilities.
 
 
 &middot;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Flexible and responsive when urgent tasks arise.
 
</div>

Administrative & Executive Assistant

Ross Stores, Inc.

<div>
 
 Our values start with our people, join a team that values you!
 
 
 
 Bring your talents to Ross, our leading off-price retail chain with over 2,200 stores, and a strong track record of success and growth. Our focus has always been bringing our customers a constant stream of high-quality brands and on-trend merchandise at extraordinary savings. All while providing a fun and exciting treasure hunt experience.
 
 
 
 As Part Of Our Team, You Will Experience
 
 
 
 <ul>
 <li>
 Success. Our winning team pursues excellence while learning and evolving
 </li>
 <li>
 Career growth. We develop industry leading talent because Ross grows when our people grow
 </li>
 <li>
 Teamwork. We work together to solve the hard problems and find the right solution
 </li>
 <li>
 Our commitment to Diversity, Equality &amp; Inclusion, and our community. We celebrate the backgrounds, identities, and ideas of those who work and shop with us because our differences make us stronger. We strive to be a positive force in our community.
 
 
 </li>
 </ul>
 Our Corporate headquarters are in Dublin, CA, we have 3 buying offices in key markets in New York City, Los Angeles, and Boston, and 8 distribution centers nationwide. With 2023 revenues of $20.4 billion, we are a Fortune 500 company who is committed to providing an inclusive work environment with continuous learning opportunities and development for our teams.
 
 
 
 About This Opportunity...
 
 
 
 The Administrative/ Executive Assistant role provides general administrative and clerical support for multiple executive leaders and division as needed, utilizing strong organizational and multi-tasking skills in a fast-paced corporate environment.
 
 
 The salary range for this role is $60,000--$90,000. The salary is dependent on factors including, but not limited to, experience, skills, qualifications, relevant education, certifications, seniority, and location. The range listed is just one component of the total compensation package for employees. Other rewards vary by position and location.
 
 
 
 What You Will Do And What You Will Learn...
 
 
 
 <ul>
 <li>
 Provide administrative and clerical support to execute daily workload of multiple executive leaders, including but not limited to proactive calendar management for internal and external meetings; manage and edit materials utilizing Word, Excel, Teams, and/or PowerPoint; printing, scanning, and assembling documents; arrange catering and meals, in-office and offsite meetings; coordinate and book travel; and providing all other support as needed.
 </li>
 <li>
 Coordinate, manage, and submit expense reports of multiple executive leaders in a timely manner.
 </li>
 <li>
 Execute administrative responsibilities related to onboarding, transfers and offboarding. This includes collaborating with HR, IT and Corporate Properties by providing administrative support to ensure associates have appropriate systems access, designated workspace, and required equipment.
 </li>
 <li>
 Other special projects and assignments as required and/or assigned from time-to-time.
 </li>
 <li>
 Flex in-office schedule around executive leaders and team's in-office needs and in-person requirements on short-notice. Requires a minimum of 4 days in office.
 
 
 </li>
 </ul>
 
 What You Need To Be Successful...
 
 
 
 <ul>
 <li>
 2-10 years of experience supporting multiple leaders in a fast-paced environment
 </li>
 <li>
 Prior experience coordinating domestic and international travel
 </li>
 <li>
 Extensive calendar management experience
 </li>
 <li>
 Ability to maintain high level of confidentiality with strong professionalism
 </li>
 <li>
 Impeccable attention to detail and sense of urgency
 </li>
 <li>
 Ability to set and prioritize work amid competing demands
 </li>
 <li>
 Display a capacity to learn quickly and respond well to changes and opportunities
 </li>
 <li>
 Proficient using Microsoft office applications: Outlook, Excel, Word, PowerPoint
 </li>
 <li>
 Previous experience with Concur is a plus
 
 
 </li>
 </ul>
 
 Perks And Benefits Of Joining Our Team...
 
 
 
 Our Associates are at the heart of everything we do and we're proud to offer a range of benefits that reflect how much we value their contributions. Here's a peek into what you can expect as an eligible Ross Associate:
 
 
 <ul>
 <li>
 A broad range of affordable health insurance options &amp; personal medical plan concierge
 </li>
 <li>
 401(k) with employer match and Life insurance
 </li>
 <li>
 Ample PTO including accrued vacation, paid holidays, diversity day, summer Fridays and the ability to purchase additional vacation.
 </li>
 <li>
 Employee stock purchase plan
 </li>
 <li>
 Access to health and wellness benefits such as BetterHelp and Headspace
 </li>
 <li>
 Charitable donations matched by Ross Stores Foundation
 </li>
 <li>
 And more....
 </li>
 <li>
 benefits vary by level and position and are subject to change
 
 
 </li>
 </ul>
</div>

Administrative/ Executive Assistant

Hasan Health Holistic 

OverviewHasan Health Holistic is seeking a highly organized, proactive, and detail-oriented Administrative &amp; Executive Personal Assistant to support daily clinic operations and executive-level initiatives. This role blends administrative coordination, patient intake management, operational support, and executive assistance for different projects led by the CEO.<ul><li>Administrative/Clinic Operations (Primary Focus)</li><li>Executive Support &amp; Special Projects (Ongoing)</li><li>Systems &amp; Process Development (Growth Area)</li></ul>The ideal candidate thrives in a fast-paced environment, is systems-oriented, and can seamlessly shift between structured administrative tasks and dynamic executive projects. This individual will play a key role in enhancing clinic efficiency, improving client experience, and supporting organizational growth.Responsibilities<ul><li>Manage front desk operations and serve as the first point of contact for clients</li><li>Maintain scheduling systems, confirmations, and follow-ups</li><li>Manage office operations by overseeing filing systems, data entry, inventory management, and supply procurement to maintain an organized workspace</li><li>Support clinic flow to ensure smooth day-to-day operations</li><li>Handle client communications via phone, email, and in-person interactions</li><li>Create and maintain operational manuals, SOPs, and internal documentation</li><li>Develop and manage Excel trackers, dashboards, and reporting tools</li><li>Assist in policy document creation, revision, and organization</li><li>Identify inefficiencies and recommend improvements to workflows and systems</li><li>Coordinate projects and events from planning stages through execution, ensuring deadlines are met and all logistics are handled efficiently</li><li>Handle correspondence via phone, email, and in-person interactions with professionalism and excellent phone etiquette</li><li>Assist with bookkeeping tasks using QuickBooks, including invoicing, expense tracking, and basic financial recordkeeping</li><li>Prepare documents through proofreading, transcription, and document formatting to ensure accuracy and clarity</li><li>Support front desk duties such as greeting visitors, answering multi-line phone systems, and directing inquiries with exceptional customer service skills</li></ul>Marketing &amp; Social Media Support<ul><li>Assist with managing and scheduling social media content</li><li>Support content creation, basic design coordination, and posting</li><li>Help maintain brand consistency across platforms</li><li>Assist with promotional initiatives and clinic visibility efforts</li><li>Skills</li><li>Proven experience in office management, administrative support, or personal assistant roles with strong organizational skills</li><li>Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace applications, and data entry software</li><li>Familiarity with QuickBooks for bookkeeping and basic financial tasks</li><li>Excellent typing speed combined with strong proofreading and transcription abilities</li><li>Ability to coordinate multiple projects simultaneously while maintaining attention to detail</li><li>Strong communication skills with professional phone etiquette and customer service orientation</li><li>Experience managing calendars using Microsoft Outlook Calendar or similar tools for scheduling appointments and meetings</li><li>Knowledge of office equipment operation such as multi-line phone systems, fax machines, and office printers</li><li>Familiarity with electronic signature platforms like DocuSign for document signing processes</li><li>Demonstrated ability to handle clerical tasks such as filing, data entry, and maintaining organized records efficientlyJoin us in a role that combines energetic support with meticulous organization! We value proactive individuals who thrive in fast-paced environments and are eager to contribute their administrative expertise. This paid position offers an engaging opportunity to develop your skills while supporting a vibrant team dedicated to excellence.</li></ul>Pay: $12.00 - $15.00 per hourBenefits:<ul><li>Flexible schedule</li><li>Paid time off</li></ul>Work Location: In person

Administrative & Executive Personal Assistant

Pyramid Consulting, Inc

<div>
 
 Immediate need for a talented
 
 Administrative Assistant/ Executive Assistant.
 
 This is an
 
 12 Months Contract
 
 opportunity with long-term potential and is located in
 
 Waltham, MA (Onsite).
 
 Please review the job description below and contact me ASAP if you are interested.
 
 
 
 
 
 
 Job Diva ID: 26-06993
 
 
 
 
 
 
 
 Pay Range: $30 - $38/hour. Employee benefits include, but are not limited to, health insurance (medical, dental, vision), 401(k) plan, and paid sick leave (depending on work location).
 
 
 
 
 
 
 
 Key Responsibilities:
 
 
 
 
 
 <ul>
 <li>
 Fully support the Global Head of the GMU CMC including pro-actively managing calendars (schedule internal and external meetings, calls, appointments, and prioritize and resolve scheduling conflicts in a very active calendar), communications, travel arrangements, expense reports, liaise with outside committees and foundations.
 </li>
 <li>
 Fully support the Global Head of Synthetics CMC Development including pro-actively managing calendars (schedule internal and external meetings, calls, appointments, and prioritize and resolve scheduling conflicts in a very active calendar), communications, travel arrangements, expense reports, liaise with outside committees and foundations.
 </li>
 <li>
 Plan, manage and facilitate on-site and off-site meetings with internal and external stakeholders.
 </li>
 <li>
 Manage all administrative aspects of invited seminar speakers with external scientists and health care providers including scheduling and working with the Business Processes Coordinators (BPCs) to submit documents required to execute contract and payment.
 </li>
 <li>
 When required, arrange or assist with speaker travel and on-site meeting room and catering.
 </li>
 <li>
 Assist with management of the GMU CMC SharePoints/Teams, organizing information and ensuring accessibility for global TA colleagues and other stakeholders.
 </li>
 <li>
 Manage distribution lists for the GMU CMC and for various meetings.
 </li>
 <li>
 Coordinate travel arrangements and act as liaison with the travel department for other team members as needed.
 </li>
 <li>
 Work together with BPCs and other business partners to facilitate requests from CMC Functional heads and Lab heads.
 </li>
 <li>
 Prepare expense reports, as well as reviewing staff expense reports for compliance and proper submission of documentation prior to manager approval.
 </li>
 <li>
 Manage GMU CMC meetings
 </li>
 <li>
 Support recruitment and departure activities such as scheduling interviews, onboarding or offboarding.
 </li>
 <li>
 Conduct ad hoc initiatives for the GMU CMC Group.
 </li>
 <li>
 Ensure confidentiality of information at all times, and compliance with local and Client&rsquo;s rules for all business transactions.
 </li>
 <li>
 Ensure smooth and efficient day-to-day operations, provide a positive presence, answer email, teams and telephone calls in an efficient, timely and thoughtful manner.
 </li>
 <li>
 Foster respectful relationships with other admins, work together collaboratively and share best practices.
 </li>
 </ul>
 
 
 
 
 
 Key Requirements and Technology Experience:
 
 
 
 
 
 <ul>
 <li>
 
 Key skills: Minimum 5 year&rsquo;s experience in an Executive Assistant or Administrative Assistant role supporting C suite level
 
 </li>
 <li>
 
 Experience scheduling conferences. managing calendars, booking travel, processing invoices
 
 </li>
 <li>
 
 MS Office, SharePoint, and Teams experience working with communication tools
 
 </li>
 <li>
 
 Ebuy, Concur experience a plus
 
 </li>
 <li>
 BA degree required Manager will intends to extend role for 1 additional year Free parking onsite.
 </li>
 <li>
 Requires 5-10 years of experience in relevant role. Will accept candidates with a Master's degree, the more experience the better.
 </li>
 <li>
 Minimum 5 year&rsquo;s experience in executive assistant or similar level role
 </li>
 <li>
 Positive person
 </li>
 <li>
 Ideal candidate will have close 10 years of experience or more years of experience supporting C suite level Execs
 </li>
 <li>
 A minimum of five years of administrative experience in an office/lab organization. Bachelor&rsquo;s degree required.
 </li>
 <li>
 Strong pro-activeness, ability to prioritize, multi-task, work independently and as part of a team, ability to navigate a complex organization with minimal direction to complete tasks and projects, in a fast-paced and dynamic environment.
 </li>
 <li>
 Proficiency with Microsoft Office Suite, working knowledge of common intranet communication tools and business tools such as Concur, eBuy, EasyInvoice, and Workday.
 </li>
 <li>
 Knowledge of teleconference tools including Zoom, Teams, or other related software.
 </li>
 <li>
 Excellent verbal and written communication skills; ability to compose mature drafts of internal and external communications.
 </li>
 <li>
 Discretion, tact, strong interpersonal skills, and ability to handle sensitive information and maintain confidentiality.
 </li>
 <li>
 Ability to work effectively and build rapport with associates, senior management, key stakeholders, and external contacts.
 </li>
 </ul>
 
 
 
 
 Our client is a leading
 
 Pharmaceutical industry ,
 
 and we are currently interviewing to fill this and other similar contract positions. If you are interested in this position, please apply online for immediate consideration.
 
 
 
 
 
 Pyramid Consulting, Inc. provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, colour, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.
 
 
 
 
 
 By applying to our jobs, you agree to receive calls, AI-generated calls, text messages, or emails from Pyramid Consulting, Inc. and its affiliates, and contracted partners. Frequency varies for text messages. Message and data rates may apply. Carriers are not liable for delayed or undelivered messages. You can reply STOP to cancel and HELP for help. You can access our privacy policy here.
 
 
 
</div>

Administrative Assistant/ Executive Assistant

Xforia

Job Summary We are seeking a dynamic and detail-oriented Administration Assistant to join our team! In this vital role, you will be the backbone of our office operations, ensuring smooth daily functions and providing exceptional support to staff and visitors alike. Your energetic approach and organizational prowess will help foster a productive, welcoming environment. This paid position offers an exciting opportunity to develop your administrative skills while contributing to a thriving organization committed to excellence.Responsibilities<ul><li>Manage front desk duties, greeting visitors and directing them appropriately with professional phone etiquette </li><li>Operate multi-line phone systems efficiently, handling inquiries and routing calls accurately </li><li>Perform data entry tasks using Microsoft Office, Google Workspace, and QuickBooks to maintain accurate records </li><li>Organize and file documents systematically, ensuring easy retrieval and confidentiality </li><li>Support office management activities such as calendar management, appointment scheduling, and meeting coordination </li><li>Assist with bookkeeping tasks including invoicing, expense tracking, and basic financial record keeping </li><li>Provide exceptional customer service by supporting client inquiries via phone or email and ensuring positive interactions </li><li>Maintain office supplies inventory, place orders as needed, and ensure the workspace remains organized and efficient</li></ul>Requirements<ul><li>Proven office experience with strong clerical skills and familiarity with office management procedures </li><li>Proficiency in Microsoft Office Suite (Word, Excel, Outlook), Google Workspace, and basic computer literacy </li><li>Experience with QuickBooks or similar accounting software is highly desirable </li><li>Excellent organizational skills with the ability to prioritize tasks effectively in a fast-paced environment </li><li>Strong typing skills and attention to detail for proofreading documents and data entry accuracy </li><li>Bilingual abilities are a plus to support diverse client needs </li><li>Previous experience as a dental or medical receptionist or personal assistant is advantageous but not required </li><li>Knowledge of phone etiquette, multi-line systems, filing systems, and time management techniques is essential </li><li>Demonstrated customer service skills with a friendly, professional demeanor</li></ul>Join us as an Administration Assistant where your proactive attitude will make a real difference! We value energetic individuals who thrive on organization, enjoy supporting teams, and are eager to grow their administrative expertise in a vibrant work environment.Pay: $33.00 - $38.00 per hourExpected hours: 37.5 per weekBenefits:<ul><li>Dental insurance</li><li>Health insurance</li><li>Paid time off</li><li>Vision insurance</li></ul>Application Question(s):<ul><li>How many years experience with Edison software ?</li></ul>Education:<ul><li>Bachelor's (Preferred)</li></ul>Work Location: In person

Propel Recruitment LLC

<div>
 
 
 
 Executive Assistant to the Chief Executive Officer
 
 
 
 
 
 
 
 
 Overview
 
 
 
 
 
 
 The Executive Assistant will report directly to the Chief Executive Officer and serve as both a strategic thought partner and a highly trusted administrative lead. This role supports an accessible and engaged CEO within a mission-driven organization that values strong tenure, collaboration, and long-term growth. The Executive Assistant will play a central role in keeping priorities aligned, initiatives moving forward, and communication flowing smoothly across the organization and with external stakeholders. This is a fully on-site position.
 
 
 
 
 
 
 Key Responsibilities
 
 
 
 
 
 
 
 Executive Partnership and Strategic Support
 
 
 <ul>
 <li>
 Act as a close partner to the CEO, helping translate priorities into action and ensuring follow-through on key initiatives
 </li>
 <li>
 Anticipate needs, surface potential issues, and propose solutions in advance
 </li>
 <li>
 Prepare presentations, briefing materials, and talking points for executive, board, and client meetings
 </li>
 <li>
 Draft correspondence and communications on behalf of the CEO
 </li>
 <li>
 Track priorities, action items, and deadlines to support effective decision-making
 </li>
 </ul>
 
 
 
 
 
 Administrative and Operational Support
 
 
 <ul>
 <li>
 Manage complex and dynamic scheduling, including recurring one-on-ones, leadership meetings, and external engagements
 </li>
 <li>
 Coordinate meetings, logistics, and materials to ensure efficient use of executive time
 </li>
 <li>
 Maintain a high level of organization across calendars, documents, and communications
 </li>
 <li>
 Handle sensitive and confidential information with discretion
 </li>
 </ul>
 
 
 
 
 
 Leadership, Board, and External Interaction
 
 
 <ul>
 <li>
 Partner with the leadership team to support cross-functional initiatives and executive needs
 </li>
 <li>
 Prepare board packages and support board meeting logistics
 </li>
 <li>
 Interface professionally with board members, clients, and external partners
 </li>
 <li>
 Serve as a key point of contact between the CEO and internal and external audiences
 </li>
 </ul>
 
 
 
 
 
 Culture and Organizational Partnership
 
 
 <ul>
 <li>
 Be a visible, trusted presence who builds strong relationships across all levels of the organization
 </li>
 <li>
 Reflect and reinforce the organization&rsquo;s mission, values, and service-oriented culture
 </li>
 <li>
 Step in as needed to support organizational events, urgent needs, or special projects
 </li>
 <li>
 Approach the role with flexibility, ownership, and a problem-solving mindset
 </li>
 </ul>
 
 
 
 
 
 Qualifications
 
 
 <ul>
 <li>
 Five or more years of experience supporting senior executives, ideally at the CEO or C-suite level
 </li>
 <li>
 Demonstrated ability to balance strategic thinking with detailed execution
 </li>
 <li>
 Strong tenure in prior roles, reflecting commitment and reliability
 </li>
 <li>
 Exceptional organizational, communication, and interpersonal skills
 </li>
 <li>
 High level of judgment, professionalism, and emotional intelligence
 </li>
 <li>
 Strong proficiency in Microsoft Office Suite, including Outlook, Word, PowerPoint, and Excel
 </li>
 <li>
 Ability to work fully on-site
 </li>
 </ul>
 
 
 
 
 
 Additional Information
 
 
 <ul>
 <li>
 Mission-driven organization with strong employee tenure and a collaborative culture
 </li>
 <li>
 Continued operational and employee growth, offering long-term opportunity
 </li>
 <li>
 Competitive base compensation and comprehensive benefits, including strong medical coverage and retirement options
 </li>
 </ul>
 
 
</div>

Executive Assistant

Grand Canyon Law Group

<div><h2 class="jobSectionHeader">Position Summary</h2> 
Grand Canyon Law Group is seeking a highly capable, polished, proactive, and exceptionally organized Executive Assistant to support the firm&rsquo;s Owners/CEOs and COO. This is a high-impact role for a professional who can protect executive time, create structure around competing priorities, drive follow-through, and operate as a trusted right hand across both business and personal logistics.
This role is not a simple administrative support position. It is designed for someone who can bring order to complexity, anticipate needs before they become urgent, and create leverage for the firm&rsquo;s top leadership. The Executive Assistant will own core executive support functions including strategic calendar management, inbox oversight, meeting preparation, reporting coordination, travel planning, call screening, project follow-up, and personal assistant support. The right person will understand how to balance discretion, urgency, professionalism, and operational excellence while supporting multiple high-performing executives in a fast-paced law firm environment.<h2 class="jobSectionHeader">
Primary Purpose of the Role</h2> 
The Executive Assistant exists to protect the time of the Owners/CEOs and COO, increase their strategic capacity, reduce administrative drag, and ensure that critical priorities across the business and personal logistics do not get dropped. This role is responsible for turning chaos into order, managing competing priorities, driving accountability and follow-through, and serving as a trusted partner in both executive operations and day-to-day execution.<h2 class="jobSectionHeader">
Key Responsibilities</h2><h3 class="jobSectionHeader"> 
Executive Calendar Management &amp; Time Protection</h3><ul><li>
Strategically own and manage the calendars of the Owners/CEOs and COO with precision and sound judgment. 
</li><li>
Protect executive time by ensuring calendars reflect actual priorities rather than reactive demands. 
</li><li>
Build intentional structure around leadership meetings, deep work, travel, speaking engagements, reporting review, personal commitments, and strategic planning time. 
</li><li>
Resolve scheduling conflicts proactively and minimize calendar friction. 
</li><li>
Ensure executives are not over-scheduled with low-value meetings or tasks that should be delegated elsewhere. 
</li><li>
Coordinate internal and external meetings across multiple stakeholders with professionalism and efficiency. 
</li><li>
Build white space, transition time, and necessary prep time into executive schedules. 
</li></ul><h3 class="jobSectionHeader">
Inbox &amp; Executive Communications Management</h3><ul><li>
Monitor, organize, and help manage executive inboxes to keep communication streamlined and strategic. 
</li><li>
Prioritize messages that require executive attention and reduce noise by triaging lower-value communications. 
</li><li>
Draft email responses, internal communications, scheduling replies, and professional correspondence in the voice of the executive when appropriate. 
</li><li>
Maintain a system for tracking outstanding replies, flagged follow-ups, and pending commitments. 
</li><li>
Help establish structured times for executives to review and respond to email rather than operating reactively throughout the day. 
</li><li>
Support polished communication with staff, leadership, referral partners, vendors, community contacts, and external stakeholders. 
</li></ul><h3 class="jobSectionHeader">
Meeting Preparation, Agendas &amp; Follow-Through</h3><ul><li>
Prepare agendas, briefing notes, attendee summaries, reports, and supporting materials for key meetings. 
</li><li>
Ensure each executive is scheduled and prepared for meetings with the necessary context, documents, and objectives. 
</li><li>
Organize leadership meeting packets, planning materials, and executive prep documents. 
</li><li>
Track meeting action items, decisions, deadlines, and commitments. 
</li><li>
Follow up with team members and stakeholders to ensure execution after meetings. 
</li><li>
Help maintain rolling task lists, priority trackers, and accountability systems for executive initiatives. 
</li><li>
Support preparation for leadership meetings, board involvement, partner meetings, speaking engagements, and strategic planning sessions. 
</li></ul><h3 class="jobSectionHeader">
Reporting &amp; Executive Dashboards</h3><ul><li>
Prepare and coordinate weekly and monthly executive reports related to production, sales, marketing, and firm performance. 
</li><li>
Ensure reports are timely, accurate, and delivered in a format that allows leadership to review efficiently. 
</li><li>
Set aside time on executive calendars for report review and discussion. 
</li><li>
Track recurring reporting deadlines and coordinate with internal departments to ensure inputs are gathered on time. 
</li><li>
Help maintain visibility into major priorities, deadlines, and performance indicators across the business. 
</li></ul><h3 class="jobSectionHeader">
Call Screening &amp; Executive Gatekeeping</h3><ul><li>
Screen inbound calls and requests directed to the Owners/CEOs and COO. 
</li><li>
Prioritize urgent matters, redirect items appropriately, and schedule dedicated callback times when needed. 
</li><li>
Serve as a thoughtful gatekeeper who protects executive focus while ensuring important relationships and issues are handled well. 
</li><li>
Use judgment to determine which matters require immediate escalation versus structured follow-up. 
</li></ul><h3 class="jobSectionHeader">
Travel Planning &amp; Logistics</h3><ul><li>
Manage personal and professional travel planning for the Owners/CEOs and COO. 
</li><li>
Coordinate flights, hotels, rental cars, reservations, event logistics, and itineraries with a high level of detail and responsiveness. 
</li><li>
Prepare complete travel packets and ensure executives are fully informed and organized before departure. 
</li><li>
Anticipate scheduling conflicts, timing issues, and travel changes before they become problems. 
</li><li>
Support conference attendance, speaking engagements, networking events, and personal travel logistics as needed. 
</li></ul><h3 class="jobSectionHeader">
Project Coordination &amp; Accountability</h3><ul><li>
Maintain a master tracker of executive priorities, deadlines, delegated work, and special projects. 
</li><li>
Coordinate timelines for strategic initiatives, operational launches, hiring efforts, internal events, speaking opportunities, and leadership priorities. 
</li><li>
Follow up with department heads, vendors, and team members on deadlines and next steps. 
</li><li>
Identify bottlenecks before they turn into fires and escalate issues appropriately. 
</li><li>
Prepare weekly status summaries so executives have clear visibility into what is moving, what is at risk, and what requires attention. 
</li><li>
Help ensure important initiatives do not live only in the heads of the owners or COO. 
</li></ul><h3 class="jobSectionHeader">
Personal Assistant Support</h3><ul><li>
Provide high-trust personal assistant support to the Owners/CEOs and COO as appropriate. 
</li><li>
Coordinate personal appointments, reminders, vehicle service, family logistics, and time-sensitive personal to-dos. 
</li><li>
Help manage birthdays, anniversaries, gifts, cards, flowers, and special events. 
</li><li>
Support RSVP management, event attendance planning, and thoughtful relationship follow-up. 
</li><li>
Reduce the mental load on executives by handling low-leverage but important personal logistics with excellence and discretion. 
</li></ul><h3 class="jobSectionHeader">
Administrative Organization &amp; Executive Infrastructure</h3><ul><li>
Organize files, records, digital folders, and executive reference materials for ease of access. 
</li><li>
Build and maintain systems that increase clarity, preparedness, and executive efficiency. 
</li><li>
Help create repeatable workflows for recurring executive tasks and support needs. 
</li><li>
Continuously look for ways to improve organization, communication flow, and follow-through across the executive function. 
</li></ul><h2 class="jobSectionHeader">
Qualifications</h2><ul><li>
5+ years of experience supporting senior executives, owners, founders, CEOs, COOs, or other high-level leaders in an Executive Assistant or similar role. 
</li><li>
Demonstrated experience supporting multiple executives with competing priorities. 
</li><li>
Strong background in strategic calendar management, inbox management, executive communications, travel coordination, and project follow-through. 
</li><li>
Experience handling confidential business and personal matters with discretion and maturity. 
</li><li>
Excellent written communication skills, including the ability to draft polished correspondence on behalf of executives. 
</li><li>
Strong organizational and project coordination skills with exceptional attention to detail. 
</li><li>
Ability to think ahead, anticipate needs, and solve problems before they escalate. 
</li><li>
Comfortable operating in a fast-paced, high-accountability, high-trust environment. 
</li><li>
Proficiency in Microsoft Office, Google Workspace, calendar tools, communication platforms, and reporting workflows. 
</li><li>
Experience in a law firm, professional services firm, or fast-growth business environment preferred. 
</li></ul><h2 class="jobSectionHeader">
Knowledge, Skills &amp; Abilities</h2><ul><li>
Executive presence and sound judgment. 
</li><li>
Exceptional discretion and confidentiality. 
</li><li>
Strong gatekeeping instincts paired with strong relationship skills. 
</li><li>
Ability to prioritize quickly and accurately in a dynamic environment. 
</li><li>
Ability to manage both strategic executive support and practical day-to-day logistics. 
</li><li>
Strong follow-through and accountability orientation. 
</li><li>
Clear communicator with a high standard for professionalism. 
</li><li>
High adaptability, resourcefulness, and calm under pressure. 
</li><li>
Strong sense of ownership and ability to operate independently. 
</li></ul><h2 class="jobSectionHeader">
Success in This Role Looks Like</h2><ul><li>
Executive calendars are organized, intentional, and aligned with top priorities. 
</li><li>
Scheduling conflicts, unnecessary meetings, and reactive calendar chaos are significantly reduced. 
</li><li>
Executives walk into meetings prepared, with the right materials and clear context. 
</li><li>
Follow-up items are documented, assigned, and closed out. 
</li><li>
Executive inboxes are cleaner, more strategic, and easier to manage. 
</li><li>
Weekly and monthly reports are prepared and reviewed consistently. 
</li><li>
Travel and event logistics run smoothly with minimal executive effort. 
</li><li>
Personal assistant tasks are handled quietly, accurately, and proactively. 
</li><li>
Major priorities move forward without executives having to chase every detail themselves. 
</li><li>
The executive team experiences measurable reduction in administrative burden and increased capacity for strategy, leadership, and growth. 
</li></ul><h2 class="jobSectionHeader">
Key Performance Indicators</h2><ul><li>
95%+ calendar accuracy with minimal scheduling conflicts or double-bookings. 
</li><li>
Weekly calendars aligned to top executive priorities. 
</li><li>
Minimum protected deep-work blocks scheduled consistently for the COO and other executives as needed. 
</li><li>
90%+ on-time follow-up on delegated action items and tracked commitments. 
</li><li>
Master executive priority tracker updated weekly. 
</li><li>
Weekly executive check-ins or dashboard summaries delivered on time. 
</li><li>
Major deadlines surfaced at least 5 business days in advance when possible. 
</li><li>
Daily inbox triage completed and flagged follow-ups tracked to closure. 
</li><li>
Key meeting briefs prepared in advance and follow-up items captured within 24 hours when needed. 
</li><li>
Measurable reduction in executive time spent on administrative coordination and reactive scheduling. 
</li></ul><h2 class="jobSectionHeader">
Why This Role Matters</h2> 
This role is critical to increasing the effectiveness of the firm&rsquo;s top leadership. A strong Executive Assistant does not just keep calendars moving &mdash; they create leverage, reduce friction, improve follow-through, and help leadership stay focused on what matters most. In a growing law firm, that impact is significant. The right person in this role will directly improve executive capacity, organizational discipline, and overall execution.
We are looking for a high-caliber Executive Assistant who thrives in complexity, takes pride in being three steps ahead, and knows how to make senior leaders more effective. This role is for someone who is exceptionally organized, sharp, polished, trustworthy, and motivated by creating order, momentum, and excellence behind the scenes. If you are the kind of person who loves protecting time, driving follow-through, and making high-performing executives even stronger, we want to hear from you.</div>

Executive Assistant to the Owners and COO

Search 10000+ Administrative executive assistant jobs near you this March. New roles added regularly across leading industries. Apply today.

10000 administrative executive assistant jobs Near Me

Administrative & Executive Assistant

Administrative/ Executive Assistant

Administrative & Executive Personal Assistant

Administrative Assistant/ Executive Assistant

Administrative Assistant/ Executive Assistant

Executive Assistant

Executive Assistant to the Owners and COO