executive support specialist

Al Hikma Building Contracting

Requirements:<ul><li>Minimum 5+ years of ERP System experience</li><li>Experience in ERP System installation, implementation, support, and troubleshooting</li><li>Strong knowledge of Cyber Security and data protection systems</li><li>Experience in Face Recognition systems and access control management</li><li>Knowledge of system backup management, record keeping, and data security</li><li>Experience in both local server backup and cloud backup management</li><li>Strong networking and cloud infrastructure experience</li><li>Site resource allocation and IT support management</li><li>Email server and email account management</li><li>Experience in hardware/software maintenance and IT administration</li><li>Good understanding of cloud networking and modern IT technologies</li><li>Graduation is mandatory</li><li>IT Certifications will be an added advantage</li><li>Construction company experience preferred</li><li>Candidate must have versatile experience with strong updated technical knowledge</li><li>Ability to conduct training for staff and users</li><li>Innovative ideas and problem-solving skills are highly preferred</li><li>Good communication and coordination skills</li></ul>Preferred Candidate Profile:<ul><li>Strong technical grip with updated industry knowledge</li><li>Self-motivated and able to handle multiple IT responsibilities independently</li><li>UAE experience preferred</li></ul>Work Location: In person

IT Executive / ERP Support Specialist

Timothy A. Adams & Associates, APLC

Intake Specialist / Executive AssistantLocation: California (In-Office)About UsWe are a dedicated California special education law firm committed to helping students with disabilities and their families obtain the educational services and supports they need to succeed. We are seeking a highly organized, compassionate, and detail-oriented Intake Specialist / Executive Assistant to join our team and serve as a key point of contact for prospective clients while providing executive-level administrative support.This role is ideal for someone who thrives in a fast-paced professional environment, enjoys helping families through challenging situations, and possesses exceptional organizational and communication skills.Position SummaryThe Intake Specialist / Executive Assistant manages the prospective client intake and onboarding process from initial contact through engagement. This individual also provides administrative and executive support to attorneys and leadership, helping ensure the smooth operation of the firm.Key ResponsibilitiesClient Intake &amp; Onboarding<ul><li>Serve as the first point of contact for prospective clients via phone, email, and online inquiries.</li><li>Conduct initial intake interviews and gather relevant information from prospective clients.</li><li>Coordinate consultations and maintain attorney calendars.</li><li>Assist with new client onboarding, engagement documents, and case setup.</li><li>Maintain accurate client records and databases.</li><li>Ensure a positive, professional, and compassionate client experience throughout the intake process.</li></ul>Executive &amp; Administrative Support<ul><li>Manage attorney and executive calendars, appointments, and meetings.</li><li>Schedule consultations, conferences, and firm meetings.</li><li>Draft, edit, and proofread correspondence and other documents.</li><li>Coordinate communications with clients, attorneys, experts, opposing counsel, and court personnel.</li><li>Assist with reporting, data analysis, and administrative projects.</li><li>Support firm operations through organization, planning, and process improvement initiatives.</li></ul>Qualifications/Required<ul><li>Exceptional written and verbal communication skills.</li><li>Strong organizational skills with the ability to manage multiple priorities simultaneously.</li><li>Excellent judgment, problem-solving, and critical thinking abilities.</li><li>Professional demeanor and strong interpersonal skills.</li><li>Ability to work independently while collaborating effectively with a team.</li><li>High level of attention to detail and accuracy.</li><li>Proficiency with:</li><li>----- Microsoft Office Suite (Word, Excel, Outlook)</li><li>----- Adobe Acrobat</li><li>----- General office technology and database management systems</li></ul>Preferred<ul><li>Experience supporting executives, attorneys, or other professionals.</li><li>Experience in a law firm, legal services, education, or other client-centered professional environment.</li><li>Experience with legal case management software such as Clio or similar platforms.</li><li>Experience with Microsoft Teams.</li><li>Experience with electronic court filing systems.</li><li>Experience with scheduling and calendar management.</li></ul>Desired Attributes<ul><li>Compassionate and client-focused.</li><li>Professional and dependable.</li><li>Able to remain calm and responsive under pressure.</li><li>Resourceful, proactive, and solutions-oriented.</li><li>Goal-oriented with a strong commitment to teamwork and excellence.</li><li>Passionate about helping families navigate the special education process.</li></ul>Compensation<ul><li>Compensation is $20-25 per hour depending on experience.</li></ul>We are an equal opportunity employer and value diversity in our workplace.Job Type: Full-timePay: $20.00 - $25.00 per hourBenefits:<ul><li>401(k)</li><li>401(k) matching</li><li>Paid time off</li><li>Professional development assistance</li></ul>Education:<ul><li>Associate (Preferred)</li></ul>Experience:<ul><li>Executive Assistant: 1 year (Preferred)</li><li>Legal Assistant: 1 year (Preferred)</li></ul>Work Location: In person

Intake Specialist/Executive Assistant

The GRA Group

Executive Assistant to CEO / Office ManagerThe GRA Group is a boutique incentive travel company designing luxury group programs, executive retreats, and VIP experiences worldwide. We are seeking a highly organized, proactive, and detail-driven Executive Assistant to support the CEO while also overseeing day-to-day office operations. This is a high-trust, high-responsibility role for someone who thrives in a fast-paced, entrepreneurial environment. Travel coordination and inbox management are major components of this role, along with operational oversight of the office.Executive Support<ul><li>Manage CEO calendar, scheduling, and shifting priorities</li><li>Coordinate meetings across time zones</li><li>Prepare materials for conferences, site inspections, and client meetings</li><li>Track deadlines, contracts, and key deliverables</li><li>Serve as a strategic right hand to the CEO</li></ul>Email &amp; Communication Oversight<ul><li>Review and triage high-volume inbox communications</li><li>Prioritize urgent matters and escalate when appropriate</li><li>Draft professional responses on behalf of the CEO</li><li>Monitor client and hotel correspondence for deadlines and follow-up</li><li>Maintain organized digital systems to ensure nothing is missed</li><li>Strong judgment, discretion, and polished writing skills are essential</li></ul>CEO Travel Coordination <ul><li>Work with our air specialist to coordinate the CEO's domestic and international travel for conferences, site inspections, FAM trips, client meetings, and personal travel</li><li>Coordinate flights, hotels, transfers, and ground transportation</li><li>Manage airline credits, loyalty programs, and upgrades</li><li>Prepare detailed itineraries with confirmations</li><li>Monitor travel disruptions and proactively adjust plans</li><li>Manage event registrations and travel-related deadlines</li></ul>Office Management Responsibilities<ul><li>Oversee daily office operations and organization</li><li>Maintain office and order supplies as needed</li><li>Support team scheduling and coordination</li><li>Help create structure in a growing, entrepreneurial business</li></ul>Qualifications<ul><li>3+ years experience supporting an executive</li><li>Strong experience booking complex domestic and international travel</li><li>Experience managing office operations</li><li>Exceptional organizational skills and attention to detail</li><li>Ability to manage multiple priorities calmly</li><li>Highly discreet and trustworthy</li><li>Strong written and verbal communication skills</li><li>Tech-savvy and comfortable working in a digital environment</li></ul>The Ideal Candidate<ul><li>Anticipates needs before they arise</li><li>Thinks two steps ahead</li><li>Creates order out of complexity</li><li>Is calm, composed, and solution-oriented</li><li>Takes pride in precision and follow-through</li></ul>This is not a routine administrative role. It is a strategic support position within a travel-intensive business. The right candidate will be an operational partner who helps keep both the CEO and the office running seamlessly.Job Types: Part-time, ContractPay: From $20.00 per hourBenefits:<ul><li>Flexible schedule</li></ul>Work Location: Hybrid remote in Rocky River, OH 44116

Executive Assistant to the CEO/Office Manager

Snap Inc.

<div>
 Snap Inc is a technology company. We believe the camera presents the greatest opportunity to improve the way people live and communicate. Snap contributes to human progress by empowering people to express themselves, live in the moment, learn about the world, and have fun together. The Company&rsquo;s three core products are Snapchat, a visual messaging app that enhances your relationships with friends, family, and the world; Lens Studio, an augmented reality platform that powers AR across Snapchat and other services; and its AR glasses, Spectacles.
 
 
 The Global Brand Experience (GBX) team brings Snap&rsquo;s brands to life through immersive events, innovative creative technology and AR and Spectacles experiences for our community, creators, partners, clients, and consumers. We collaborate across Snap to maintain a unified brand presence at global events and partner environments, consumer experiences, and to reinforce Snap&rsquo;s cultural and brand relevance. We&rsquo;re looking for an Operations Specialist, to join the Global Brand Experience (GBX) team at Snap Inc! This is a 12-month fixed term opportunity.
 
 
 What You'll Do:
 
 
 <ul>
 <li>
 Provides comprehensive support to GBX Directors / Senior Directors, exercising high decision quality while managing demanding schedules and proactively handling time-sensitive matters while utilizing resources available with the ability to pivot quickly based on business needs
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 Support with the GBX leadership team to streamline operational priorities
 </li>
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 Serve as the operational bridge between GBX and partner teams (Sales, Marketing, Communications, Finance, Procurement, Creative Strategy) to support with operational planning and budget management where required
 </li>
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 Prepare strategic presentations, operational updates, and executive briefings to support informed decision-making.
 </li>
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 Support the team on event production when necessary.
 </li>
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 Coordinate and manage special administrative projects while exercising high judgment and utilizing available resources to event planning, research, and preparing presentations while working with cross functional partners.
 
 
 </li>
 </ul>
 Knowledge, Skills, and Abilities:
 
 
 <ul>
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 Exceptional ability to build trusting, strategic relationships with many types of people
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 Exhibits exceptional leadership qualities and inspires others to achieve excellence.
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 Outstanding attention to detail and excellent written communication
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 Tech-savviness, with proficiency in G-suite, Slack, Zoom, and Mac
 </li>
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 Resilience to navigate competing priorities and constant change
 </li>
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 Utilizes project management techniques to lead complex projects.
 </li>
 <li>
 Demonstrates an insatiable desire to learn and displays creativity in problem-solving.
 </li>
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 High level of professional integrity and confidentiality.
 </li>
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 Efficiently manage and prioritize executive's inbox, ensuring timely responses, categorizing emails based on urgency and importance, and flagging critical communications for immediate attention.
 
 
 </li>
 </ul>
 Minimum Qualifications:
 
 
 <ul>
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 Bachelor&rsquo;s degree or equivalent years of experience
 </li>
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 5+ years as an executive assistant or related role
 
 
 </li>
 </ul>
 Preferred Qualifications:
 
 
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 Experience supporting multiple leaders
 </li>
 <li>
 Experience in a tech or fast-paced environment
 
 
 </li>
 </ul>
 If you have a disability or special need that requires accommodation, please don&rsquo;t be shy and provide us some information.
 
 
 "Default Together" Policy at Snap: At Snap Inc. we believe that being together in person helps us build our culture faster, reinforce our values, and serve our community, customers and partners better through dynamic collaboration. To reflect this, we practice a &ldquo;default together&rdquo; approach and expect our team members to work in an office 4+ days per week.
 
 
 At Snap, we believe that having a team of diverse backgrounds and voices working together will enable us to create innovative products that improve the way people live and communicate. Snap is proud to be an equal opportunity employer, and committed to providing employment opportunities regardless of race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, pregnancy, childbirth and breastfeeding, age, sexual orientation, military or veteran status, or any other protected classification, in accordance with applicable federal, state, and local laws. EOE, including disability/vets.
 
 
 We are an Equal Opportunity Employer and will consider qualified applicants with criminal histories in a manner consistent with applicable law (by example, the requirements of the San Francisco Fair Chance Ordinance and the Los Angeles Fair Chance Initiative for Hiring, where applicable).
 
 
 Our Benefits: Snap Inc. is its own community, so we&rsquo;ve got your back! We do our best to make sure you and your loved ones have everything you need to be happy and healthy, on your own terms. Our benefits are built around your needs and include paid parental leave, comprehensive medical coverage, emotional and mental health support programs, and compensation packages that let you share in Snap&rsquo;s long-term success!
 
 
 
 Compensation
 
 
 
 In the United States, work locations are assigned a pay zone which determines the salary range for the position. The successful candidate&rsquo;s starting pay will be determined based on job-related skills, experience, qualifications, work location, and market conditions. The starting pay may be negotiable within the salary range for the position. These pay zones may be modified in the future.
 
 
 Zone A (CA, WA, NYC):
 
 
 The base hourly range for this position is $51.44-$77.4 hourly.
 
 
 Zone B:
 
 
 The base hourly range for this position is $49.03-$73.55 hourly.
 
 
 Zone C:
 
 
 The base hourly range for this position is $43.75-$65.86 hourly.
</div>

Operations Specialist

MedStar Health

<div>About this Job:

Summary of Position:
MedStar Health is seeking an experienced Executive Assistant to provide strategic administrative support to executives in Quality and Safety. This is an exciting opportunity to partner with senior leadership and play a key role in supporting initiatives that help drive quality, patient safety, and operational excellence across one of the region's leading healthcare organizations. 
In this highly visible role, you'll serve as a trusted partner to executive leadership, managing complex schedules, coordinating high-level meetings, supporting special projects, and helping ensure the smooth operation of a dynamic department. The ideal candidate is resourceful, detail-oriented, and able to anticipate needs while maintaining the highest level of professionalism and confidentiality. 
Primary Duties and Responsibilities:<ul><li>
Serve as a trusted partner to executives in Quality and Safety, managing a complex calendar, coordinating meetings, and helping prioritize competing demands.</li><li>
Coordinate executive and departmental meetings, including scheduling, logistics, agendas, materials, minutes, and follow-up actions.</li><li>
Prepare and support executive correspondence, presentations, reports, and special projects while ensuring accuracy and timely completion.</li><li>
Act as a primary point of contact for internal and external stakeholders, handling communications with professionalism, discretion, and exceptional customer service.</li><li>
Manage departmental administrative operations, including maintaining confidential records, processing invoices and expense-related documentation, and coordinating with Finance, Human Resources, Payroll, and other business partners.</li><li>
Proactively identify and resolve day-to-day operational challenges, exercising sound judgment and anticipating the needs of executive leadership and the department.</li></ul>
Minimal Qualifications:<ul><li>
Associate's degree or an equivalent combination of formal administrative training and experience.</li><li>
Progressively responsible administrative or executive support experience.</li></ul>
Knowledge Skills and Abilities:<ul><li>
Excellent verbal and written communication skills.</li><li>
Moderate to high level problem solving skills.</li><li>
Working knowledge of various computer software applications including Microsoft Office applications.</li><li>
Ability to operate standard office equipment.</li><li>
Ability to work professionally and independently on assigned tasks.</li><li>
Excellent tine management prioritization and organizational skills.</li></ul>
This position has a hiring range of : USD $65,062.00 - USD $117,291.00 /Yr.</div>

Executive Assistant

My Exxxperience Inc.

Executive Administrative Assistant &ndash; Sex Education &amp; Community WorkshopsOverviewWe are seeking a highly organized, professional, and sex-positive Executive Administrative Assistant to support the leadership team of a growing nonprofit organization focused on sexual wellness, relationship education, and community engagement. This role is ideal for someone who is passionate about education, inclusivity, and creating safe spaces for open dialogue surrounding intimacy, communication, sexual health, and personal development.The Executive Administrative Assistant will play a critical role in coordinating workshops, supporting educational programming, managing organizational operations, and ensuring seamless communication between leadership, community partners, workshop attendees, and facilitators. The ideal candidate thrives in fast-paced environments, exercises discretion and professionalism, and is comfortable supporting discussions and programming centered around sexual wellness and relationship education. Please note, this is an internship with a weekly stipend.Responsibilities<ul><li>Coordinate and manage calendars, workshop schedules, speaking engagements, and community events for executive leadership and educators</li><li>Assist with the planning and execution of sex-positive workshops, educational seminars, private events, and community outreach initiatives</li><li>Communicate professionally with workshop attendees, vendors, facilitators, community partners, and sponsors</li><li>Prepare presentations, educational materials, workshop documents, and marketing communications using Microsoft Office and Google Workspace</li><li>Manage registration systems, participant records, attendance tracking, and confidential documentation</li><li>Support front desk and event operations by welcoming guests and helping cultivate a safe, inclusive, and judgment-free environment</li><li>Handle administrative duties including filing, data entry, email correspondence, inventory management, and office organization</li><li>Assist with bookkeeping, invoicing, donations, and nonprofit administrative tasks using QuickBooks or similar platforms</li><li>Coordinate travel arrangements, event logistics, vendor communication, and executive support tasks as needed</li><li>Help maintain organizational professionalism across social media communication, outreach efforts, and public-facing materials</li></ul>Skills &amp; Qualifications<ul><li>Strong proficiency in Microsoft Office Suite, Google Workspace, Canvas, ChatGPT, and administrative management tools</li><li>Exceptional organizational skills with the ability to multitask and prioritize effectively in a fast-paced environment</li><li>Comfortable working within a sex-positive, educational, and inclusive organization centered around sexual wellness and open dialogue</li><li>Strong interpersonal and communication skills with the ability to engage respectfully with diverse communities and identities</li><li>Experience in office administration, nonprofit operations, workshop coordination, or executive support preferred</li><li>Professional phone etiquette and customer service experience required</li><li>Ability to maintain confidentiality and handle sensitive information with discretion and professionalism</li><li>Bilingual abilities are highly valued to support diverse community outreach and engagement but not required.</li><li>Familiarity with QuickBooks, bookkeeping, scheduling software, and event coordination platforms is a plus</li><li>Experience supporting educational workshops, wellness programs, advocacy organizations, or community initiatives preferred</li><li>Passion for education, inclusivity, sexual wellness advocacy, and community empowerment strongly encouraged</li></ul>Why Join UsJoin a mission-driven organization dedicated to transforming conversations around sex education, intimacy, communication, and sexual wellness through inclusive workshops and community engagement. This role offers the opportunity to contribute meaningfully to educational programming that empowers individuals through knowledge, self-awareness, and open dialogue in a supportive and forward-thinking environment.Pay: $16.00 - $20.00 per hourWork Location: Hybrid remote in Brooklyn, NY 11216

Executive Administrative Assistant

Planview

<div>Overview:
<div>
Planview has one mission: to build the future of connected work, from ideas to impact.</div><div></div><div> 
As the global leader in work and resource management, Planview helps organizations accelerate the achievement of what matters most, supporting our customers from need to speed, from passion to progress, and from overhead to optimization. We provide the industry&rsquo;s most comprehensive solutions designed for strategic planning, portfolio and resource management, Lean and Agile delivery, product portfolio management, capability, and technology management (enterprise architecture), innovation management, and collaborative work and project management. Our connected platform of solutions underpins the business and digital transformations of more than 4,500 customers globally, including 59 of the Fortune 100.</div><div></div><div> 
At Planview, our people connections drive our innovation and success. Our global team of 1400+ work remotely and across our offices including Austin, Vancouver, Hod Hasharon, Bangalore, Sydney, and Stockholm. We&rsquo;re proud of our world-class, connected culture built on our shared values, that supports our teams to be successful from anywhere.</div><div></div><div> 
Learn more about our portfolio at planview.com, and connect with us on LinkedIn, Instagram, and X.</div><div></div><div> 
#LI-CG1 #LI-Remote</div>
Responsibilities: 
<div></div><ul><li>
Manage complex, high-volume calendars across multiple global time zones, balancing shifting priorities with strong judgment, diplomacy, and discretion.</li><li>
Coordinate complex domestic and international travel end-to-end, including flights, hotels, ground transportation, itineraries, and contingency planning.</li><li>
Prepare, review, and submit expense reports accurately and on time.</li><li>
Lead planning and coordination for executive meetings, offsites, leadership gatherings, and company-related events, ensuring logistics, materials, and communications are executed seamlessly.</li><li>
Serve as a key liaison between executives, internal stakeholders, and external partners, ensuring timely communication, follow-through, and strong relationship management.</li><li>
Anticipate executive needs, identify conflicts or risks, and proactively solve problems before they escalate.</li><li>
Support meeting preparation by organizing agendas, briefing materials, and follow-up actions to keep priorities moving forward.</li><li>
Oversee special projects by providing research, coordination, and execution support to complete initiatives successfully.</li><li>
Lead process improvement efforts that streamline administrative workflows, improve efficiency, and support better decision-making.</li><li>
Create, update, and format PowerPoint presentations and executive-ready meeting materials.</li><li>
Support Excel-based tracking, reporting, and analysis as needed.</li><li>
Leverage AI tools to improve productivity, streamline administrative work, and enhance the quality and speed of deliverables.</li><li>
Handle sensitive and highly confidential information with the highest degree of professionalism and discretion.</li></ul>
Qualifications:
<ul><li>Bachelor&rsquo;s degree or equivalent work experience required.</li><li>
5+ years of experience as an Executive Assistant supporting senior leaders or executives in a dynamic business environment.</li><li>
Proven success supporting one or multiple executives with complex calendars, shifting priorities, and high service expectations.</li><li>
Strong experience coordinating complex international travel and related logistics.</li><li>
Demonstrated success with expense management and senior-level administrative support.</li><li>
Deep understanding of organizational priorities, business goals, and how to support leaders effectively across functions.</li><li>
Strong problem-solving skills, with the ability to make sound decisions, navigate ambiguity, and provide creative, effective solutions.</li><li>
Excellent verbal and written communication skills, with the ability to interact professionally and confidently with executives, employees, and external partners.</li><li>
Exceptional organizational skills, attention to detail, and the ability to manage multiple high-level responsibilities simultaneously.</li><li>
High level of integrity, professionalism, and discretion in handling confidential information.</li><li>
Advanced proficiency in office software, including Outlook, PowerPoint, and Excel, with the ability to quickly adopt emerging technologies and tools.</li><li>
Ability to work with minimal supervision, prioritize effectively, and know where to focus time and attention with limited guidance.</li><li>
Experience with event planning, executive support in cross-functional environments, and continuous process improvement is strongly preferred.</li><li>
Ability to provide leadership, guidance, or mentoring to more junior administrative support roles is a plus.</li></ul>
Whether you have some, or all of these, we want to hear from you if you believe your background and experience might be a fit!
Great Benefits and Fun Perks:
<div>
At Planview, you&rsquo;ll join our global team and culture which reflects the vibrant communities in which our employees live and work. To support you at Planview, you will enjoy:</div><ul><li>
Unplugged Days: 4 company-wide paid days off per year to recharge and relax.</li><li>
Generous PTO offerings (region dependent).</li><li>
Region specific competitive benefit plans to support you at any life stage including parental leave, retirement, medical plans, wellness support, and remote work support.</li><li>
Paid time to volunteer through Planview&rsquo;s Force for Good Week.</li><li>
Employee Referral bonus program.</li><li>
Weekly office lunches for hybrid team members and social events.</li><li>
Flexible work hours/environment.</li></ul><div>
Now is a great time to join our team. If you are looking for a place to grow your career, innovate with best-in-class solutions, and build the future of connected work, Planview is the right place for you!</div></div>

Sr. Executive Assistant I

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