Executive Assistant

**Position Overview** **Critical distinction**: We need someone who can think strategically and make intelligent decisions independently, not just execute tasks. You should be comfortable analyzing situations, evaluating options, and choosing the best path forward without constant guidance. **Example Projects & Responsibilities** **Business Operations** - Manage complete vendor lifecycle: research, RFP processes, quote comparison, negotiation, and hiring coordination for services (contractors, maintenance, professional services) - Own basic financial operations: accounts payable/receivable, billing cycles, invoice processing, payment scheduling - Serve as primary liaison with bookkeeper, accountants, and financial advisors - ensuring accurate, timely financial records - Coordinate with legal counsel on contracts, agreements, and misc. compliance matters - Manage insurance renewals, policy reviews, and claims processing - Handle business licensing, permits, and regulatory compliance tracking **Project Management** - Lead cross-functional initiatives from conception to completion without hand-holding - Create and maintain project documentation, timelines, and stakeholder communication - Conduct first-pass quality reviews on all external deliverables (marketing materials, vendor work, consultant reports) - Research and implement new business processes and systems - Manage office or facility improvements **Strategic Support** - Draft initial versions of important communications, proposals, and strategic documents - Attend meetings as principal's proxy when appropriate - Make decisions within defined parameters without seeking approval - Identify and pursue new business opportunities or cost-saving initiatives **Administrative Excellence** - Field and resolve staff requests, escalating only when necessary - Maintain confidential files and sensitive information - Process expense reports and reimbursements **Ad Hoc Problem Solving** - Navigate complex bureaucratic processes (immigration, licensing, permits) - Research and solve novel problems with no template or precedent - Interface with professionals (lawyers, accountants, doctors) on principal's behalf **Mandatory Requirements** **Intellectual Capability** - Critical thinking ability: Must be able to analyze complex situations, identify key issues, and develop strategic solutions - not just follow instructions - Independent decision-making: Comfortable making judgment calls and defending reasoning behind decisions - Exceptional problem-solving skills: Must independently research and solve complex, unfamiliar problems without guidance - Strategic thinking: Ability to see the bigger picture and make decisions aligned with long-term objectives - Fast learner: Proven ability to quickly master new domains, industries, and skill sets - High cognitive flexibility: Comfortable switching between vastly different types of tasks and thinking modes - Analytical mindset: Ability to break down complex problems, identify root causes, and propose multiple solution paths **Communication Excellence** - Flawless written communication: Professional business writing, clear documentation, error-free correspondence - Strong verbal communication: Articulate phone presence, ability to represent principal in meetings - Stakeholder management: Skilled at managing down and across organizations **Operational Excellence** - Extreme organization: Proven systems for managing multiple complex projects simultaneously - Attention to detail: Error-free execution in financial matters, contracts, or communications - Time management: Ability to prioritize and meet deadlines without supervision - Documentation skills: Creates clear processes and maintains comprehensive records **Technology Proficiency** - Digital native: Intuitive understanding of modern software tools and platforms - AI integration: Regular and effective use of AI tools (ChatGPT, Claude, etc.) to enhance productivity (not simply as a writing assistant) - Quick adoption: Ability to learn new software/platforms within hours, not days - Automation mindset: Constantly seeks ways to systematize and automate recurring tasks - Advanced MS Office/Google Workspace: Expert-level proficiency required **Professional Attributes** - Extreme ownership mentality: Takes full responsibility for outcomes - Proactive approach: Anticipates needs, identifies problems before they occur - Confidentiality: Impeccable judgment handling sensitive personal and business information - Resourcefulness: Finds creative solutions with limited resources or information - Intellectual curiosity: Genuinely interested in understanding the "why" behind tasks, not just the "what" **Work Style Requirements** - Time zone alignment: Must be available during CST/EST business hours - Flexibility: Willing to occasionally (rarely) handle urgent matters outside standard hours - Remote work capability: Fully equipped home office with reliable, stable and fast internet