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EA (HR & Admin)/ 0 days ago

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Job Description:

We are looking for a highly organized, proactive, and detail-oriented Executive Assistant to work closely with the Founder and provide comprehensive executive and administrative support. This role requires someone who can manage priorities, anticipate needs, handle confidential information, and ensure the Founder’s time is utilized effectively.

. Calendar & Time Management

• Manage the Founder’s calendar, appointments, meetings, and daily schedule.
• Prioritize requests and coordinate meetings with internal and external stakeholders.
• Ensure the Founder is well-prepared for meetings with relevant briefs, documents, and agendas.
• Minimize scheduling conflicts and protect time for high-priority activities.

2. Communication & Coordination

• Manage emails, calls, messages, and follow-ups on behalf of the Founder, as required.
• Draft professional emails, presentations, meeting notes, and correspondence.
• Coordinate with leadership, employees, clients, investors, vendors, and other stakeholders.
• Ensure timely follow-ups and closure on important discussions and commitments.

3. Meeting & Action-Item Management

• Schedule meetings and prepare agendas and supporting documents.
• Record key decisions, action items, owners, and deadlines.
• Track pending tasks and follow up with relevant stakeholders.
• Maintain visibility on critical priorities and ensure commitments are completed on time.

4. Travel & Logistics

• Plan domestic and international travel, including flights, hotels, ground transportation, and itineraries.
• Coordinate meetings, events, and other logistics.
• Manage expense reports, invoices, reimbursements, and travel documentation.

5. Project & Business Support

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1. JD for EA to founder

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1. Here’s a professional Job Description (JD) for an Executive Assistant (EA) to the Founder, suitable for a startup, growing business, or founder-led organization.
2. Writing

Job Description: Executive Assistant to the Founder

1. Job Title: Executive Assistant to the Founder
2. Reporting To: Founder
3. Location: [Insert Location]
4. Employment Type: Full-time

About the Role

1. We are looking for a highly organized, proactive, and detail-oriented Executive Assistant to work closely with the Founder and provide comprehensive executive and administrative support. This role requires someone who can manage priorities, anticipate needs, handle confidential information, and ensure the Founder’s time is utilized effectively.
2. The ideal candidate is resourceful, solution-oriented, and comfortable working in a fast-paced, dynamic environment where priorities can change quickly.

Key Responsibilities

1. Calendar & Time Management

• Manage the Founder’s calendar, appointments, meetings, and daily schedule.
• Prioritize requests and coordinate meetings with internal and external stakeholders.
• Ensure the Founder is well-prepared for meetings with relevant briefs, documents, and agendas.
• Minimize scheduling conflicts and protect time for high-priority activities.

2. Communication & Coordination

• Manage emails, calls, messages, and follow-ups on behalf of the Founder, as required.
• Draft professional emails, presentations, meeting notes, and correspondence.
• Coordinate with leadership, employees, clients, investors, vendors, and other stakeholders.
• Ensure timely follow-ups and closure on important discussions and commitments.

3. Meeting & Action-Item Management

• Schedule meetings and prepare agendas and supporting documents.
• Record key decisions, action items, owners, and deadlines.
• Track pending tasks and follow up with relevant stakeholders.
• Maintain visibility on critical priorities and ensure commitments are completed on time.

4. Travel & Logistics

• Plan domestic and international travel, including flights, hotels, ground transportation, and itineraries.
• Coordinate meetings, events, and other logistics.
• Manage expense reports, invoices, reimbursements, and travel documentation.

5. Project & Business Support

• Assist the Founder with special projects, strategic initiatives, and business priorities.
• Track deliverables and timelines across teams.
• Prepare reports, presentations, research summaries, and other business documents.
• Conduct basic research and gather information to support decision-making.
• Identify operational bottlenecks and proactively suggest improvements.

6. Personal & Administrative Assistance

• Coordinate personal appointments and logistical requirements when needed.
• Handle confidential personal and professional information with discretion.
• Manage documentation, records, and essential administrative tasks.

7. Stakeholder & Relationship Management

• Act as a professional point of contact for the Founder.
• Build effective working relationships with key internal and external stakeholders.
• Represent the Founder professionally in routine coordination and communication.

Skills:

• Proactive and anticipates needs before being asked.
• Strong ownership and accountability.
• Excellent judgment and problem-solving ability.
• High degree of discretion and professionalism.
• Ability to prioritize competing demands.
• Calm under pressure and adaptable to changing priorities.
• Strong interpersonal skills and stakeholder management.
• A bias for action and a solutions-oriented mindset.