Executive Administrative Assistant
About The Position
Paraco is seeking an exceptionally organized, proactive, technology-driven Executive Administrative Assistant to support the COO and Executive Leadership Team in a fast-paced executive environment. The role manages complex professional and personal calendars, prepares executives for meetings and events, coordinates Board and leadership meetings, and handles sensitive information with discretion. The assistant will improve the efficiency of the Executive Office by developing organized systems, standardizing administrative processes, maintaining accessible digital files and documents, and anticipating needs. The role also champions AI, emerging technology, and automation to streamline administrative work; coordinates executive initiatives and company events; tracks priorities and follow-up; and prepares polished executive communications. Success means delivering responsive, professional, well-organized executive support and continuously improving it through technology and innovation.
Requirements
- Exceptional organization and attention to detail.
- Ability to thrive in a fast-paced environment where priorities change quickly.
- Outstanding time management skills.
- Interest in learning new technology and AI tools.
- Proactive approach to improving administrative processes and solving problems.
- Professional communication with executives, Board members, employees, and external partners.
- Outstanding judgment, discretion, and confidentiality.
- Ownership, follow-through, and ability to remain calm under pressure while managing multiple priorities.
- Excellent written and verbal communication skills.
- Strong organizational and problem-solving abilities.
Nice To Haves
- Five or more years supporting C-suite executives or senior leadership preferred.
- Advanced Microsoft Office skills, particularly Outlook, Excel, PowerPoint, Teams, and SharePoint.
- Experience with AI platforms such as ChatGPT, Microsoft Copilot, or similar technologies.
- Experience with project management tools such as Trello, Asana, Monday.com, ClickUp, or similar platforms.
- Experience with workflow automation tools such as Microsoft Power Automate, Zapier, Make, or equivalent is highly desirable.
Responsibilities
- Manage a complex executive calendar with competing priorities.
- Coordinate the COO’s professional and personal calendars, appointments, and life logistics while maintaining confidentiality and discretion.
- Prepare meeting agendas, executive briefing materials, presentations, and follow-up action items.
- Organize Board of Directors, Executive Leadership Team, and senior leadership meetings.
- Ensure the COO is prepared for meetings, presentations, and events.
- Handle confidential and highly sensitive information professionally and discreetly.
- Provide administrative support to Executive Leadership Team members as needed.
- Continuously improve the efficiency of the Executive Office.
- Develop systems that improve organization, communication, and responsiveness.
- Standardize administrative processes and create repeatable best practices.
- Organize digital files, meeting materials, executive correspondence, and key documents for easy access.
- Anticipate needs and proactively solve problems.
- Champion AI and emerging technologies to improve executive productivity.
- Identify opportunities to automate repetitive administrative tasks.
- Use AI to streamline scheduling, meeting preparation, executive communications, travel planning, and document creation.
- Evaluate and implement tools that improve executive support effectiveness.
- Coordinate multiple executive initiatives simultaneously.
- Track priorities, deadlines, and follow-up actions, and ensure commitments are completed on time.
- Keep projects organized and communicate progress proactively.
- Assist with company meetings, leadership events, and strategic planning sessions.
- Draft executive emails, presentations, meeting materials, announcements, and correspondence.
- Prepare professional documents with exceptional attention to detail and ensure communications are accurate, polished, and executive-ready.
Stand Out From the Crowd
Upload your resume and get instant feedback on how well it matches this job.
What This Job Offers
Job Type
Full-time
Career Level
Senior
Education Level
No Education Listed
