Executive Assistant

Executive Assistant (Operational & Commercial Support)

Employment TypeFull-time, Independent Contractor

Work ModelRemote

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

Role Overview

We are seeking a proactive, highly organized, and commercially minded Executive Assistant to 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.

- 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.

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.

- 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.

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.

- 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.

- 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.

- Commercial & Pipeline Aptitude: Hands-on experience working alongside commercially focused executives, with direct exposure to CRM pipeline management, sales administration, or business development workflows.

- Calendar & Inbox Mastery: Advanced proficiency managing multi-executive diaries, complex travel logistics, and high-volume email operations.

- Property & Administrative Literacy: Familiarity handling property-related administration, basic financial invoices, and multi-entity documentation.

- Communication & Discretion: Exceptional written and spoken English skills; highly articulate, professional, and discreet when handling confidential business and personal matters.

- High-Agency Mindset: A self-starter who looks ahead, anticipates operational friction, and executes independently without requiring constant supervision.

Preferred Qualifications

- Experience supporting executives across multiple distinct companies or business units simultaneously.

- Direct experience building administrative frameworks, SOPs, and tracking systems from the ground up in a growing organization.

- Experience with lead generation tools, CRM software, and real estate administration.

Success Metrics (KPIs)

- Executive Capacity Creation: Demonstrably reducing time spent by directors on routine administrative, property, and scheduling tasks.

- Sales Pipeline Velocity: Zero dropped deal follow-ups; maintaining accurate, real-time pipeline visibility across all active opportunities.

- Task Ownership & Autonomy: Proactively anticipating operational needs, managing inbox threads to completion, and establishing trusted execution without daily hand-holding.