Executive Assistant

Position Overview

The Executive Assistant to the Owner serves as a strategic business partner and trusted confidant, providing comprehensive administrative and operational support to ensure maximum efficiency and effectiveness of the Owner's time and responsibilities. This role requires exceptional organizational skills, discretion, and the ability to manage complex priorities in a fast-paced environment.

Core Responsibilities

Calendar and Schedule Management

• Maintain and optimize the Owner's complex calendar across multiple time zones
• Proactively identify and resolve scheduling conflicts
• Coordinate internal and external meetings, ensuring proper preparation and follow-up
• Block time for strategic priorities and deep work sessions
• Manage travel itineraries and coordinate logistics for business trips
• Prepare detailed briefing materials for all meetings and appointments

Communication Management

• Screen, prioritize, and manage all incoming communications using Microsoft Outlook and Teams
• Draft and edit correspondence on behalf of the Owner using Microsoft Word
• Serve as primary point of contact for internal teams and external stakeholders
• Maintain professional relationships with key clients, partners, and vendors in HubSpot CRM
• Coordinate and manage communication flow between the Owner and leadership team
• Handle sensitive and confidential information with complete discretion
• Update and maintain contact databases and interaction history in HubSpot

Strategic Support and Project Management

• Assist with strategic planning initiatives and business development projects
• Conduct research and prepare reports, presentations, and briefing documents using Microsoft Word and PowerPoint
• Track and monitor progress on key initiatives and deadlines using HubSpot, Microsoft Excel and project management tools
• Coordinate cross-functional projects involving multiple departments through Microsoft Teams
• Prepare team meeting materials and coordinate logistics
• Support due diligence processes for potential business opportunities
• Manage and update deal pipelines and opportunity tracking in HubSpot
• Create and maintain executive dashboards using Microsoft Power BI and Excel

Operations and Administrative Excellence

• Manage expense reporting and budget tracking using HubSpot Dashboards, Microsoft Excel and integrated systems
• Coordinate facilities management and office operations as needed
• Oversee vendor relationships and contract coordination, maintaining records in HubSpot
• Maintain filing systems and document management protocols
• Handle personal tasks and errands as required to maximize Owner's efficiency
• Process invoices and manage administrative aspects of business relationships
• Generate reports and analytics from HubSpot CRM for business insights
• Maintain data integrity across all Microsoft 365 and HubSpot systems

Event Planning and Coordination

• Plan and execute company events, client entertainment, and team meetings
• Coordinate logistics for conferences, trade shows, and industry events
• Manage catering, venues, technology requirements, and attendee coordination
• Handle travel arrangements including flights, accommodations, and ground transportation
• Coordinate with marketing team on event promotion and materials

Key Performance Indicators

Efficiency Metrics

• Calendar optimization and reduced scheduling conflicts
• Response time to urgent communications (target: within 1 hour)
• Meeting preparation completeness and accuracy
• Travel arrangement execution without errors
• Project milestone tracking and reporting accuracy
• Social Media management and tracking
• HubSpot Marketing Tools for B2B and B2C email and other marketing campaings

Quality Standards

• Professional representation of Core Elite Operations brand
• Confidentiality and discretion in all interactions
• Attention to detail in all deliverables
• Proactive problem-solving and issue resolution
• Effective stakeholder relationship management

Required Qualifications

Education and Experience

• Bachelor's degree preferred or equivalent professional experience
• Minimum 2 years of executive assistant experience
• Experience in operations, consulting, or professional services industries preferred
• Proven track record of managing complex calendars and priorities

Technical Skills

• Advanced proficiency in all Microsoft products including Outlook, Word, Excel, PowerPoint, Teams, OneDrive, SharePoint, and Power BI
• Expertise with HubSpot CRM for contact management, deal tracking, and customer relationship management
• Experience with project management tools and workflow automation
• Strong research and data analysis capabilities using Microsoft Excel and Power BI
• Familiarity with travel booking platforms and expense management systems
• Proficiency in Microsoft 365 ecosystem for seamless collaboration and document management

Core Competencies

• Exceptional organizational and time management skills
• Outstanding written and verbal communication abilities
• High level of emotional intelligence and interpersonal skills
• Ability to maintain confidentiality and exercise sound judgment
• Strong problem-solving abilities and attention to detail
• Flexibility and adaptability in a dynamic business environment
• Professional demeanor and executive presence

Working Relationships

Internal Stakeholders

• Owner/CEO: Primary reporting relationship, daily interaction and support
• Sales Team: Regular coordination and communication facilitation
• Operations Team: Collaboration on project execution and process improvement
• Finance Team: Coordination on expense management and budget tracking
• Marketing Team: Event planning and materials coordination

External Stakeholders

• Clients: Professional interaction and relationship maintenance
• Partners and Vendors: Contract coordination and relationship management
• Industry Contacts: Professional networking and relationship building

Success Factors

First 90 Days

• Establish effective working rhythms with the Owner
• Master all key systems and processes
• Build relationships with internal team members and key external contacts
• Implement efficient organizational systems for calendar, communications, and projects
• Complete comprehensive understanding of Core Elite Operations business model and services

Ongoing Excellence

• Anticipate needs and proactively address challenges before they arise
• Continuously improve processes and efficiency measures
• Serve as trusted advisor and strategic thought partner
• Maintain highest standards of professionalism and confidentiality
• Drive results that directly contribute to business growth and success

Professional Development

The Executive Assistant role includes opportunities for:

• Professional development through industry conferences and training
• Cross-functional exposure to different aspects of the business
• Mentoring and skill development in strategic planning and operations
• Leadership development opportunities within the organization
• Continuing education support for relevant certifications and skills