Executive Assistant

Executive Assistant (Operational & Commercial Support)

Employment Type:Full-time, Independent Contractor

Work Model:Remote

Work Hours:US Business Hours alignment(Core overlap to match executive schedules)

Role Overview

We are seeking a proactive, highly organized, and commercially mindedExecutive Assistantto support two senior directors (serving as the primary operational and sales-pipeline right hand for the Lead Director).

In this seat, your primary mandate is simple:give the directors their time back. You will transform executive operations by taking full ownership of diary scheduling, inbox triage, personal property administration, and operational follow-ups. Crucially, this is not a reactive administrative position—you will act as a commercial partner, managing the directors' sales pipeline, ensuring prospective deal follow-ups never stall, and proactively prompting leadership on high-value sales actions to directly drive business growth.

Key Responsibilities

1. Executive Operations & Inbox Governance
* Calendar & Diary Oversight:Proactively manage complex executive calendars, resolve scheduling conflicts, protect director focus time, and coordinate pre-meeting contexts and agendas.
Calendar & Diary Oversight:Proactively manage complex executive calendars, resolve scheduling conflicts, protect director focus time, and coordinate pre-meeting contexts and agendas.
* Inbox Triage & Correspondence:Monitor, organize, and prioritize director inboxes; draft executive correspondence, flag urgent communications, and maintain tracking records of open client/partner threads.
Inbox Triage & Correspondence:Monitor, organize, and prioritize director inboxes; draft executive correspondence, flag urgent communications, and maintain tracking records of open client/partner threads.
* Operational Follow-Through:Follow up across internal teams, external clients, real estate agents, and vendors to ensure all executive commitments and action items are completed on schedule.
Operational Follow-Through:Follow up across internal teams, external clients, real estate agents, and vendors to ensure all executive commitments and action items are completed on schedule.

2. Sales Pipeline Management & Commercial Support
* Pipeline Administration:Track deal flow, prospect conversations, and action items inside the CRM; maintain strict visibility over sales pipeline stages and follow-up deadlines.
Pipeline Administration:Track deal flow, prospect conversations, and action items inside the CRM; maintain strict visibility over sales pipeline stages and follow-up deadlines.
* Executive Accountability:Prompt and remind the Lead Director when specific high-touch sales interactions or technical decisions require his direct input.
Executive Accountability:Prompt and remind the Lead Director when specific high-touch sales interactions or technical decisions require his direct input.
* Sales Cadence Preservation:Coordinate post-meeting communications and administrative deliverables so prospective revenue opportunities never stall due to administrative bottlenecks.
Sales Cadence Preservation:Coordinate post-meeting communications and administrative deliverables so prospective revenue opportunities never stall due to administrative bottlenecks.

3. Personal & Property Administration
* Property Portfolio Management:Handle property-related invoicing, track lease/contract documentation, coordinate with real estate agents/managers, and resolve administrative property tasks.
Property Portfolio Management:Handle property-related invoicing, track lease/contract documentation, coordinate with real estate agents/managers, and resolve administrative property tasks.
* Discreet Support:Manage sensitive personal and business executive tasks with strict confidentiality, discretion, and data security.
Discreet Support:Manage sensitive personal and business executive tasks with strict confidentiality, discretion, and data security.

4. Business Development & Lead Sourcing (Growth Area)
* Market Sourcing:Research prospective commercial clients and build target lists to support company business development initiatives.
Market Sourcing:Research prospective commercial clients and build target lists to support company business development initiatives.
* Outreach Tracking:Support initial outreach campaigns, track prospect responses, and ensure smooth hand-offs to executive leadership.
Outreach Tracking:Support initial outreach campaigns, track prospect responses, and ensure smooth hand-offs to executive leadership.

Required Skills & Qualifications
* Professional Experience:2–10+ years of proven experience as an Executive Assistant, Personal Assistant, or Senior Administrative Specialist supporting C-suite executives, founders, or senior directors.
Professional Experience:2–10+ years of proven experience as an Executive Assistant, Personal Assistant, or Senior Administrative Specialist supporting C-suite executives, founders, or senior directors.
* Commerci