executive assistant

Hydro Source Services, Inc

Executive Assistant to Founder / CEOHydro Source ServicesLocation: Austin, TX Position Type: Full-TimeAbout Hydro Source ServicesHydro Source Services is a growing water and wastewater pump sales and service company serving municipalities, engineers, and contractors across Texas. Our team is focused on delivering reliable infrastructure solutions while building strong relationships throughout the industry.As the company continues to grow, we are seeking a highly organized, proactive Executive Assistant to support our CEO and CFO; husband and wife team! This role is ideal for someone who thrives in a fast-paced environment and enjoys being the operational backbone that keeps leadership focused on high-impact work.Role OverviewThe Executive Assistant serves as a trusted partner to the founder, ensuring the CEO&rsquo;s schedule, meetings, travel, and daily environment run smoothly.This role goes beyond traditional administrative support. The Executive Assistant operates as an extension of the CEO, proactively managing logistics, coordinating projects, and ensuring that operational details never slow down leadership.Success in this role requires strong organization, attention to detail, proactive communication, and the ability to anticipate needs before they arise.Core ResponsibilitiesExecutive Support (Primary Responsibility)Manage the CEO&rsquo;s schedule and daily logistics so leadership can focus on strategic work.Responsibilities include:<ul><li>Manage and maintain the CEO&rsquo;s calendar</li><li>Schedule and confirm meetings with clients, vendors, and internal team members</li><li>Coordinate meeting logistics including location, materials, and preparation</li><li>Manage travel planning including flights, hotels, and transportation</li><li>Prepare travel itineraries and monitor travel changes</li><li>Coordinate reservations, lunches, and meeting hospitality</li><li>Ensure meeting materials and documents are prepared in advance</li><li>Assist with email coordination and communication on behalf of the CEO</li><li>Manage personal scheduling items when needed (appointments, reservations, etc.)</li></ul>Meeting &amp; Hospitality CoordinationEnsure meetings run smoothly and professionally.Responsibilities include:<ul><li>Prepare meeting spaces before guests arrive</li><li>Coordinate coffee, refreshments, or lunch when appropriate</li><li>Greet guests and ensure a professional meeting environment</li><li>Take notes during meetings and track action items when needed</li><li>Send follow-up emails or action items after meetings</li></ul>Executive Project CoordinationAssist the CEO in tracking and coordinating projects across the organization.Responsibilities include:<ul><li>Track progress on projects the CEO is responsible for</li><li>Follow up with team members on action items</li><li>Coordinate internal initiatives and deadlines</li><li>Help organize information and documentation related to projects</li><li>Maintain visibility into key projects and next steps</li></ul>Operational CoordinationSupport the broader organization with administrative and operational tasks when executive support responsibilities are fully managed.Examples include:<ul><li>Coordinating trade show registrations and event logistics</li><li>Supporting marketing coordination (materials, social media, etc.)</li><li>Posting job listings and assisting with recruiting coordination</li><li>Managing administrative systems such as CRM or task tracking tools</li><li>Coordinating vendors and office logistics</li><li>Assisting with conference or industry event planning</li></ul>Priority Structure of the RoleTo ensure success, responsibilities in this role follow a clear priority structure:Priority 1 &mdash; Executive Support CEO calendar, meetings, travel, logistics, hospitality, and meeting preparation.Priority 2 &mdash; Executive Projects Coordinating projects and initiatives the CEO is responsible for.Priority 3 &mdash; Operational Support Tasks Company administrative and coordination tasks.Executive support always takes precedence.What Success Looks LikeA successful Executive Assistant ensures:<ul><li>The CEO&rsquo;s day runs smoothly and efficiently</li><li>Meetings are confirmed and prepared in advance</li><li>Travel and logistics are handled proactively</li><li>Guests and partners experience a professional environment</li><li>Leadership is not pulled into operational details</li></ul>Required Skills &amp; Qualifications<ul><li>Previous experience as an Executive Assistant or similar role</li><li>Strong organizational and time management skills</li><li>Ability to manage multiple priorities in a fast-paced environment</li><li>Exceptional attention to detail</li><li>Proactive problem-solving mindset</li><li>Strong written and verbal communication skills</li><li>Ability to anticipate needs and stay ahead of schedules</li><li>Professional presence when interacting with clients and partners</li></ul>Preferred Experience<ul><li>Experience supporting a founder or CEO</li><li>Experience working in a growing small-to-mid sized business</li><li>Familiarity with CRM systems, project management tools, or administrative software</li><li>Experience coordinating travel, events, or industry conferences</li></ul>Ideal CandidateThe ideal candidate is someone who:<ul><li>Thrives on organization and structure</li><li>Enjoys anticipating needs and solving problems</li><li>Takes ownership of tasks and follows them through to completion</li><li>Is comfortable managing many moving parts at once</li><li>Wants to play a key role in supporting a growing company</li></ul>Why Join Hydro Source Services<ul><li>Work directly with company leadership</li><li>Be part of a growing company in the infrastructure industry</li><li>Opportunity to play a meaningful role in supporting the company&rsquo;s growth</li><li>Collaborative and entrepreneurial work environment</li></ul>Pay: $60,000.00 - $80,000.00 per yearBenefits:<ul><li>401(k) matching</li><li>Dental insurance</li><li>Health insurance</li><li>Life insurance</li><li>Paid time off</li></ul>Work Location: In person

Executive Assistant

Daley And Associates, LLC

<div>
 
 
 
 
 
 Executive Assistant
 
 
 
 
 
 
 
 
 
 We are currently seeking candidates for an Executive Assistant to opportunity with a highly successful alternative asset management firm located in Boston, MA. The Executive Assistant will be responsible for providing executive support to the CEO and C-Suite leadership, including performing complex calendar management, coordinating domestic and international travel arrangements, and overseeing meeting preparation. Additionally, the Executive Assistant will manage day-to-day office operations to ensure efficient daily operations. The ideal candidate will have 3-5+ years of executive assistant, administrative assistant, or office management experience in investment management, financial services, or related professional services environment.
 
 
 
 
 
 
 
 
 This is a 3-6+ month contract-to-hire opportunity, paying between $40-$50/hour (depending on experience). This position supports a hybrid work-model (onsite 4 days and remote 1 day per week). &nbsp;
 
 
 
 
 
 
 
 
 
 
 Responsibilities:
 
 
 
 
 
 <ul>
 <li>
 
 
 
 Provide executive support to the CEO and C-Suite leaders, while overseeing day-to-day office operations
 
 
 
 </li>
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 Manage complex calendars, meetings, and domestic and international travel
 
 
 
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 Prepare and manage executive correspondence, presentations, and briefing materials
 
 
 
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 Coordinate executive, board, and investor/client meetings, including agendas, materials, and logistics
 
 
 
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 Track priorities and ensure timely follow-through on action items
 
 
 
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 Oversee office operations, including vendor management (IT, facilities, supplies, security), onboarding support, and workspace logistics
 
 
 
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 Serve as the primary point of contact for office needs and a trusted liaison for internal and external stakeholders
 
 
 
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 Handle confidential information with discretion and support special projects as needed
 
 
 
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 Perform additional responsibilities as needed
 
 
 
 
 </li>
 </ul>
 
 
 
 
 
 Qualifications:
 
 
 
 
 
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 Bachelor&rsquo;s degree (required)
 
 
 
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 3-5+ years of executive, administrative, and office assistant experience in investment management, financial services, or related professional services&nbsp;
 
 
 
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 Proficiency in Microsoft Office Suite (Word, PowerPoint, Excel, and Outlook)
 
 
 
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 Fluency in English and Spanish, with the ability to communicate professionally in both written and verbal contexts (preferred, but not required)
 
 
 
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 Strong organizational, time management, and prioritization skills
 
 
 
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 High degree of professionalism, discretion, and sound judgement
 
 
 
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 Exceptional follow through skills with strong attention to detail
 
 
 
 
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 For immediate consideration, interested and qualified candidates should send their resume to Jenny at jfriedman@daleyaa.com.
 
 
 
</div>

N Y C District Council Carpenters Welfare Fund

<div>Job Posting: Executive Assistant 
Location: New York City 
Organization: New York City District Council of Carpenters Benefit Funds 
Employment Type: Full-Time &ndash; On Site 
Salary Range: $80,000 - $95,000 
Job Summary
The New York City District Council of Carpenters Benefit Funds is seeking a highly professional, proactive, and discreet Executive Assistant to provide strategic administrative support to the Executive Director and senior leadership team, including the Director of Finance and Director of Operations.
This role serves as a trusted partner to executive leadership and plays a critical role in ensuring organizational efficiency, executive effectiveness, and seamless internal and external communication.
The Executive Assistant reports directly to the Executive Director and operates with a high level of judgment, confidentiality, and initiative. 
Key Responsibilities<ul><li>
Provide high-level executive support to the Executive Director and senior leadership team.</li><li>
Manage complex and dynamic executive calendars, prioritizing sensitive matters and aligning scheduling with organizational priorities.</li><li>
Serve as a gatekeeper and liaison between leadership and internal/external stakeholders.</li><li>
Prepare, edit, and manage executive correspondence, presentations, reports, and meeting materials.</li><li>
Coordinate and support Board and Committee meetings, including logistics, materials preparation, and minutes.</li><li>
Oversee executive communications including reviewing incoming correspondence and routing appropriately.</li><li>
Coordinate travel arrangements, itineraries, and accommodations for executives and Trustees.</li><li>
Track action items and follow-ups to ensure leadership initiatives move forward.</li><li>
Support cross-functional projects and special initiatives led by senior leadership.</li><li>
Maintain confidentiality while handling sensitive organizational and personnel information.</li><li>
Assist with office operations, vendor coordination, and executive-level administrative processes.</li></ul> 
Required Skills &amp; Competencies<ul><li>
Exceptional organizational and time-management skills</li><li>
Strong written and verbal communication abilities</li><li>
Professional judgment and discretion in handling confidential matters</li><li>
Ability to anticipate executive needs and operate proactively</li><li>
Strong relationship-building and stakeholder management skills</li><li>
Advanced proficiency in Microsoft Office Suite and digital collaboration tools</li><li>
Ability to manage multiple priorities in a fast-paced environment</li></ul> 
Education &amp; Experience<ul><li>
Bachelor&rsquo;s Degree required (Business Administration or related field preferred)</li><li>
3&ndash;5 years of experience supporting senior executives or leadership teams</li><li>
Experience supporting Board-level activities strongly preferred</li></ul> 
Benefits
Benefits include:<ul><li>
Defined contribution retirement plan with generous employer contributions</li><li>
Family health coverage with no employee premium</li><li>
Dental and vision benefits</li><li>
Continuing education support</li><li>
Paid time off</li></ul> 
How to Apply
Please submit your resume to: 
resume2026@nyccbf.org 
Equal Opportunity Employer
The NYCDCC Benefit Funds are committed to Equal Employment Opportunity and prohibit discrimination on any protected basis under federal, state, or local law.
Reasonable accommodation is available for applicants during the hiring process. Requests may be submitted to resume2026@nyccbf.org.</div>

Ulster University Qatar

Job description:The Executive Assistant (EA) will provide high-level executive, administrative, and operational support to the Executive management. This role requires excellent organizational, communication, and coordination skills to ensure seamless management of priorities across the two institutions. The EA will serve as a trusted point of contact, ensuring discretion, efficiency, and professionalism in all matters.Executive Support<ul><li>Manage calendars, coordinate meetings, and oversee appointments for Executive Management</li><li>Prepare meeting agendas, take accurate minutes, and ensure timely follow-up on action items.</li><li>Arranging travel, visas and accommodation and, where required, travelling with the EM to take notes at meetings or to provide general assistance during presentations, planning itineraries, developing agendas and meeting materials, etc</li><li>Draft, review, and proofread correspondence, reports, and presentations for leadership approval.</li><li>Handle highly confidential information with discretion and professionalism.</li><li>Liaise with ministries, vendors, and partner institutions on behalf of leadership.</li><li>Support the coordination of internal and external communications to ensure consistent messaging across both entities.</li><li>Coordinate domestic and international travel, including visas, itineraries, and logistics.</li><li>Organize and manage events, workshops, board meetings, and official functions.</li><li>Process invoices, purchase orders, and expense claims in coordination with Finance.</li><li>Maintain structured filing systems (digital and physical) for accessible record-keeping and compliance.</li></ul>Skills<ul><li>Exceptional organizational and multitasking abilities.</li><li>Strong interpersonal and stakeholder management skills.</li><li>High integrity and ability to maintain strict confidentiality.</li><li>Proactive problem-solving and initiative-taking.</li><li>Ability to work under pressure and to tight deadlines</li><li>Ability to thrive in a fast-paced and dynamic academic environment.</li><li>Full-time role based in Doha, Qatar.</li><li>Flexibility and adaptability to juggle a range of different tasks and to work extra hours to meet deadlines</li><li>Highly organized self-starter, able to work unsupervised or as part of a team</li></ul>Specialized Training / Knowledge Required<ul><li>Strong IT proficiency (MS Office Suite, digital collaboration tools, and presentation software).</li><li>Excellent command of written and spoken English</li></ul>Education &amp; Qualifications<ul><li>Bachelor&rsquo;s degree in Business Administration, Accounting, Hospitality Management, Education Administration, or related field.</li></ul>Experience<ul><li>5+ years of progressive experience as an Executive Assistant, Secretary, or Personal Assistant to Leadership</li><li>Experience in Accounting is a plus</li></ul>Job Types: Full-time, PermanentExperience:<ul><li>Executive Assistant to CEO: 5 years (Required)</li><li>Accounting: 3 years (Preferred)</li></ul>

COFICAB Group

<div>
 
 
 About the Role
 
 
 
 We are seeking a highly organized, proactive, and discreet
 
 Executive Assistant to the Managing Director
 
 to provide high-level administrative and strategic support.
 
 
 This role requires exceptional organizational skills, strong business acumen, and the ability to manage confidential matters with professionalism. The successful candidate will act as a key liaison between the Managing Director and internal/external stakeholders, ensuring smooth coordination and efficient execution of priorities.
 
 
 
 
 
 
 Key Responsibilities
 
 
 
 
 Executive Support
 
 
 <ul>
 <li>
 Manage and coordinate the Managing Director&rsquo;s calendar, meetings, and travel arrangements.
 </li>
 <li>
 Prepare agendas, presentations, reports, analysis and briefing materials.
 </li>
 <li>
 Screen calls, emails, and correspondence, ensuring timely and appropriate responses.
 </li>
 <li>
 Follow up on action items and ensure deadlines are met.
 </li>
 </ul>
 
 
 Meeting &amp; Communication Management
 
 
 <ul>
 <li>
 Organize executive meetings, board meetings, and leadership forums.
 </li>
 <li>
 Prepare meeting minutes and track progress on agreed actions.
 </li>
 <li>
 Coordinate internal and external communications on behalf of the Managing Director.
 </li>
 <li>
 Act as a liaison between departments and external partners.
 </li>
 </ul>
 
 
 Strategic &amp; Operational Coordination
 
 
 <ul>
 <li>
 Support in tracking strategic initiatives and key projects.
 </li>
 <li>
 Collect, consolidate, and analyze data for management reporting.
 </li>
 <li>
 Assist in preparing business presentations and performance reports.
 </li>
 <li>
 Monitor KPIs and ensure alignment of follow-up actions.
 </li>
 </ul>
 
 
 Confidentiality &amp; Governance
 
 
 <ul>
 <li>
 Handle highly confidential information with discretion.
 </li>
 <li>
 Ensure proper documentation and filing of sensitive records.
 </li>
 <li>
 Support compliance with corporate policies and governance standards.
 </li>
 </ul>
 
 
 Event &amp; Travel Management
 
 
 <ul>
 <li>
 Coordinate domestic and international travel arrangements.
 </li>
 <li>
 Organize executive visits, corporate events, and official functions.
 </li>
 <li>
 Ensure smooth logistics and hospitality arrangements.
 </li>
 </ul>
 
 
 
 
 
 Qualifications &amp; Experience
 
 
 <ul>
 <li>
 Bachelor&rsquo;s degree in Business Administration or related field.
 </li>
 <li>
 
 5+ years of experience as an Executive Assistant supporting senior leadership in a corporate or manufacturing environment.
 
 </li>
 <li>
 
 Fluent written and verbal communication skills in English, French &amp; Arabic is a must.
 
 </li>
 <li>
 Proficiency in MS Office (PowerPoint, Power BI, Word, Excel, Outlook).
 </li>
 <li>
 High level of professionalism, discretion, and integrity.
 </li>
 <li>
 Ability to work under pressure and manage multiple priorities.
 </li>
 <li>
 Excellent organizational and time-management skills.
 </li>
 </ul>
 
 
</div>

Orascom Hotels Management

<div>
 
 
 Job Summary
 
 
 
 The Executive Assistant provides high-level administrative and operational support executives. The role requires strong organizational skills, discretion, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.
 
 
 
 Key Responsibilities
 
 
 
 &bull; Provide comprehensive administrative support to the executive, including calendar management, scheduling meetings, and travel arrangements
 
 
 &bull; Act as a primary point of contact between the executive and internal/external stakeholders
 
 
 &bull; Prepare, review, and organize correspondence, reports, presentations, and confidential documents
 
 
 &bull; Attend meetings when required, take accurate minutes, and follow up on action items
 
 
 &bull; Manage emails, phone calls, and requests, prioritizing urgent matters appropriately
 
 
 &bull; Coordinate and support projects, ensuring deadlines are met
 
 
 &bull; Handle confidential information with the highest level of professionalism and discretion
 
 
 &bull; Assist with planning and organizing events, meetings, and business trips
 
 
 &bull; Maintain organized filing systems (electronic and physical)
 
 
 &bull; Perform additional administrative and operational tasks as assigned
 
 
 
 Qualifications &amp; Requirements
 
 
 
 &bull; Bachelor&rsquo;s degree in Business Administration or a related field is preferred
 
 
 &bull; Proven experience as an Executive Assistant, Personal Assistant, or similar role
 
 
 &bull; Excellent verbal and written communication skills
 
 
 &bull; Strong organizational and time-management abilities
 
 
 &bull; High level of professionalism, integrity, and confidentiality
 
 
 &bull; Proficiency in MS Office (Word, Excel, PowerPoint, Outlook)
 
 
 &bull; Ability to multitask, prioritize, and work under pressure
 
 
 &bull; Strong problem-solving and decision-making skills
 
 
 &bull; Fluency in English is required (additional languages are a plus)
 
 
 
 Key Competencies
 
 
 
 &bull; Attention to detail
 
 
 &bull; Proactive and solution-oriented mindset
 
 
 &bull; Strong interpersonal skills
 
 
 &bull; Adaptability and flexibility
 
 
 &bull; Ability to work independently and as part of a team
 
 
 
</div>

Allaire Health Services

<div>Executive Assistant
Job Summary:
Allaire Health Services is seeking a highly skilled and organized Executive Assistant to provide administrative support to our leadership team. As a key member of our team, you will be responsible for handling confidential and sensitive information, coordinating complex schedules, and ensuring the smooth operation of our facilities.
Responsibilities:<ul><li>Provide administrative support to our executive team, including scheduling meetings, preparing correspondence, and making travel arrangements</li><li>Maintain accurate and up-to-date records, reports, and databases</li><li>Coordinate and prepare presentations, reports, and other materials as needed</li><li>Handle confidential and sensitive information with discretion and professionalism</li><li>Manage complex schedules, calendars, and itineraries</li><li>Develop and implement administrative processes and procedures to improve efficiency and productivity</li><li>Collaborate with other departments to ensure seamless communication and coordination</li></ul>
Requirements:<ul><li>High school diploma or equivalent required; Bachelor's degree preferred</li><li>Minimum 2 years of experience as an executive assistant
</li><li>Strong organizational, communication, and problem-solving skills</li><li>Ability to maintain confidentiality and handle sensitive information</li><li>Proficiency in Microsoft Office, particularly Excel, Word, and PowerPoint</li><li>Excellent time management and priority-setting skills</li></ul>
Work Environment:<ul><li>Join our dynamic team at Allaire Health Services, a leader in residential, long-term, rehabilitation, and subacute care</li><li>Work in a luxurious environment that encourages comfort and a sense of wellbeing</li><li>Be part of a work culture that values compassion, respect, and teamwork</li></ul>
How to Apply:
If you're a motivated and organized individual looking for a new challenge, please apply to this exciting opportunity to join our team. At Allaire Health Services, we are committed to revolutionizing care delivery and providing exceptional patient care.
Apply Now!</div>

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