We Need an Executive Assistant - Calendar & Travel Management

About Us:

We are a fast-growing technology startup focused on developing innovative AI solutions for the healthcare industry. Our team is highly collaborative and driven, and we are looking for a skilled and proactive Executive Assistant to support our executive team.

Responsibilities:

• Complex Calendar Management:
  Manage and coordinate complex calendars for multiple executives, scheduling meetings, appointments, and travel arrangements across different time zones. Proactively anticipate scheduling conflicts and resolve them efficiently.
• Travel Planning and Logistics:
  Arrange all aspects of business travel, including flights, accommodations, ground transportation, and visa applications. Create detailed travel itineraries and ensure all necessary documentation is in place.
• Meeting Coordination and Support:
  Prepare meeting agendas, distribute materials, and record meeting minutes. Follow up on action items and ensure timely completion. Coordinate logistics for virtual and in-person meetings.
• Communication and Correspondence:
  Draft and edit emails, letters, and other correspondence on behalf of the executives. Screen and prioritize incoming communications, responding to inquiries as appropriate.
• Expense Reporting:
  Process expense reports accurately and in a timely manner. Ensure compliance with company policies and procedures.
• Project Support:
  Assist with various projects as needed, including research, data analysis, and presentation preparation.

Qualifications:

• Proven experience (5+ years) as an Executive Assistant supporting senior-level executives.
• Exceptional organizational and time management skills.
• Excellent communication and interpersonal skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Experience using calendar management software (e.g., Google Calendar, Outlook Calendar).
• Ability to handle confidential information with discretion.
• Proactive, resourceful, and able to work independently.
• Strong attention to detail and accuracy.

If you are a highly organized and detail-oriented individual with a proven track record of providing exceptional executive support, we encourage you to apply.