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