Executive Assistant

Overview

The Executive Assistant will provide administrative and operational support to the CEO and COO. This role requires exceptional organizational skills, high level of professionalism, discretion, and confidentiality and the ability to manage multiple priorities in a fast-paced environment. The ideal candidate is a team player who can anticipate needs, communicate effectively, and handle both routine and complex tasks with confidence and efficiency.

• Executive Support:
  Provide comprehensive administrative support to the CEO and COO, including after-hours and weekend assistance when needed. Act as a trusted point of contact, handling calls, emails, and requests on behalf of the CEO and COO. Ensure executives are kept informed of priorities, deadlines, and critical communications. Demonstrate responsiveness and efficiency in all communications, especially outside standard business hours.
• Calendar & Meeting Management:
  Manage, organize, and maintain complex calendars for the CEO and COO. Schedule internal and external meetings, coordinating across multiple stakeholders and time zones. Prepare agendas and follow-up documentation for meetings. Arrange conference calls, video meetings, and in-person meetings as required. Organize post meeting notes and maintain organizing filing for ease of recollection.
• Office Operations:
  Support daily office operations, including ordering supplies, keeping kitchen clean and restocked on snacks and supplies and maintaining office organization. Coordinate onsite and virtual meetings, including room setup, technology support, and catering when needed. Maintain accurate records, files, and documentation (digital and physical). Assist with onboarding logistics for new hires, including office setup and coordination with HR and IT.
• Communication & Documentation:
  Draft, create and edit documents, contracts, client proposals and other written communications. Prepare documents, presentations, and reports for executive meetings and company initiatives. Maintain professionalism and confidentiality in all written and verbal communications.
• Administrative & Office Support:
  Answer phones, handle inquiries, and route calls or detailed messages to appropriate team members. Research information, file documents, and perform photocopying/scanning as needed. Contact customer support or vendors on behalf of the team to resolve issues. Assist with general administrative tasks to support the broader organization when required.
• Projects, Events & Special Initiatives:
  Manage and support multiple projects simultaneously, ensuring deadlines and priorities are met. Assist with Data Seers company events, executive dinners, and special functions as requested. Provide logistical and administrative support for executive-led initiatives.

• Proven experience as an Executive Assistant or in a similar high-level administrative role.
• Strong proficiency in Microsoft Office (Word, Outlook, Excel).
• Exceptional organizational and time-management skills with the ability to manage multiple projects at once.
• Excellent written and verbal communication skills.
• High level of discretion, professionalism, and confidentiality.
• Ability to take direction while also being proactive and anticipating executive needs.
• Strong problem-solving skills and the ability to be resourceful.
• Team-oriented mindset with a willingness to assist wherever needed.
• Ability to work independently in a fast-paced, dynamic environment.

·
Bachelor’s degree required (Business Administration, Communications, Management, or a related field preferred).

· Minimum 3–5 years of experience as an Executive Assistant or in a similar senior administrative support role.

·
Strong proficiency in Microsoft Office (Word, Outlook, Excel)

· Demonstrated ability to manage multiple projects and competing priorities simultaneously.

· Excellent written and verbal communication skills.

· Exceptional organizational, time-management, and attention-to-detail skills.

· High level of professionalism, discretion, and confidentiality.

· Ability to take direction while also being proactive and anticipating executive needs.

· Strong problem-solving skills with the ability to be resourceful and adaptable.

· Proven ability to work collaboratively as a team player.

· Comfortable working in a fast-paced, dynamic environment.

• Standard hours:
  Monday–Friday, 8:00 AM–5:00 PM
• Must be flexible and available for occasional evenings, weekends, and after-hours support
• 100% In-office role supporting executive leadership