Executive Assistant
We are seeking a highly organized and proactive Executive Assistant (EA) to support our executive leadership team. The EA will be the right hand to our CEO and other key leaders — anticipating needs, streamlining operations, and ensuring smooth execution of high-priority initiatives. This role requires strong judgment, discretion, and an ability to thrive in a fast-paced, technical, and mission-driven environment.
Key Responsibilities
Manage complex calendars, schedule internal and external meetings across multiple time zones, and proactively resolve conflicts.
Coordinate travel logistics (domestic & international), including flights, accommodations, itineraries, and visas.
Prepare and edit professional communications, reports, and presentations for stakeholders, partners, and clients.
Act as a liaison for executives, handling confidential information with discretion.
Operational Excellence
Streamline workflows and optimize administrative processes to improve team efficiency.
Support board meetings, leadership off-sites, and investor updates — including agenda creation, materials preparation, and follow-ups.
Track action items and deliverables for executives, ensuring deadlines are met.
Cross-Functional Collaboration
Partner with HR and Operations on recruiting, onboarding, and new hire support.
Maintain and organize key company resources (Confluence, Slack channels, Google Drive).
Assist with special projects, from vendor coordination to event planning.
Communications & Documentation
Draft, proofread, and send executive-level emails and memos.
Create visually clear and professional documentation such as org charts, process guides, and project dashboards.
Manage sensitive information related to maritime security technologies and client engagements.
Qualifications
Exceptional organizational and multitasking skills; thrives in fast-moving, high-stakes settings.
Excellent written and verbal communication skills; able to adapt tone for different audiences.
Tech-savvy with strong proficiency in G Suite, Slack, Zoom, and collaboration tools (Confluence, Notion, etc.).
Experience handling sensitive, confidential information with professionalism.
Average salary estimate
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