V101 - Executive Assistant

Job Duck

2d•$1,770•Remote

About The Position

Job Duck is seeking a highly organized and proactive Executive Assistant to provide administrative and operational support to leadership while helping ensure a seamless experience for clients and internal team members. In this role, you will manage schedules, coordinate appointments, oversee travel arrangements, and serve as a reliable point of contact for business communications. This opportunity is ideal for someone who enjoys bringing structure to busy environments, anticipates needs before they arise, and takes pride in keeping operations running smoothly. Success in this position requires excellent communication skills, strong attention to detail, sound judgment, and the ability to manage multiple priorities with professionalism and efficiency. You will make a meaningful impact by helping executives stay organized, productive, and focused on high value initiatives.

Requirements

Position: Executive Assistant
Employment Type: Part Time
Schedule: 25 hours per week
Experience providing executive or administrative support preferred
Strong calendar management and scheduling experience required
Ability to communicate professionally with clients and stakeholders
Exceptional organizational and time management abilities
Ability to manage confidential information with discretion
Comfortable working in a fast paced environment with changing priorities
Strong written and verbal communication skills
Ability to work independently while collaborating effectively with a team

Nice To Haves

English, Portuguese

Responsibilities

Perform additional administrative duties as assigned to support organizational goals.
Protect confidential business and client information at all times.
Collaborate with internal team members to ensure smooth day to day operations.
Prepare reports, presentations, and business documents as needed.
Assist leadership with correspondence, administrative requests, and operational support.
Coordinate travel arrangements, including flights, accommodations, transportation, and itineraries.
Communicate appointment details, updates, and meeting instructions clearly and accurately.
Respond professionally to emails, phone calls, and business correspondence.
Add new leads to internal systems and ensure proper calendar assignment.
Reschedule appointments as necessary and communicate updates promptly.
Create Zoom meetings and provide meeting details to clients and stakeholders.
Schedule, confirm, and coordinate client appointments and internal meetings.
Maintain organized records, files, and documentation.
Prepare organized travel schedules and supporting documentation.
Handle last minute scheduling changes and cancellations efficiently.
Ensure clients receive all information necessary for upcoming appointments.
Serve as a primary point of contact for scheduling related inquiries.
Manage executive calendars and ensure all appointments, meetings, deadlines, and events are maintained accurately.