Executive Coordinator to $2500

Position Summary

We are seeking a highly organized, proactive, and resourceful Executive Assistant to support the Vice President of Professional Services. This role is critical in ensuring that the VP’s time, priorities, and communications are managed effectively, freeing up capacity for strategic leadership and client delivery.

The Executive Assistant will act as a trusted partner and extension of the VP, handling detailed coordination, meeting follow-up, and task tracking across a fast-paced professional services environment.

Key Responsibilities

Executive Support & Coordination

• Manage complex calendars, meetings, and priorities.
• Capture meeting notes and distill them into clear action items, decisions, and follow-ups.
• Coordinate with internal and client stakeholders to ensure deliverables and deadlines are met.
• Anticipate needs by preparing agendas, pre-reads, and supporting materials for meetings.
• Support organization of quarterly business reviews, leadership meetings, and offsites.

Task & Information Management

• Learn and manage Azure DevOps for task and activity tracking.
• Maintain structured knowledge and notes in Microsoft OneNote.
• Track executive and team deliverables, sending reminders and ensuring accountability.
• Create and maintain systems for capturing goals, priorities, and recurring tasks.

Communication & Documentation

• Draft, edit, and manage executive correspondence (emails, memos, presentations).
• Ensure communication is clear, timely, and professional at all times.
• Serve as a point of contact for incoming requests, prioritizing and escalating only critical matters.

Requirements

• Excellent English (spoken and written) – able to communicate at an executive level.
• Proven experience (3–5+ years) as an Executive Assistant, Administrative Business Partner, or similar role supporting VP/COO/C-level executives.
• Note-taking & summarization skills – ability to capture discussions, identify key takeaways, and translate them into actionable next steps.
• Strong coordination and organizational skills – demonstrated ability to manage multiple priorities and deadlines in a fast-paced environment.
• Technology skills – proficient with Microsoft Office (Outlook, PowerPoint, Excel, Word) and collaboration tools (Teams, OneDrive, SharePoint). Ability to learn and adopt Azure DevOps and OneNote quickly.
• Professionalism & discretion – ability to handle sensitive information with the highest level of integrity.
• Proactive problem solver – anticipates needs, prevents issues, and ensures follow-through.