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Core Competencies
Role fitCore Competencies
Use this summary to align your resume positioning with the role.
Demonstrates strong organizational and administrative capabilities, with expertise in managing executive schedules, coordinating travel, and maintaining accurate project documentation. Proficient in using Airtable, Microsoft 365 / Outlook, SharePoint, and Trello to support executive functions and project management.
Highest-signal resume keywords
Airtable ExperienceMicrosoft 365 / Outlook ProficiencyEvent Planning ExperienceVendor Research SkillsStrong Data-Entry Skills
ATS Keywords
Tailor your resumeApplicant Tracking System Keywords
Tip: use these terms in your resume and cover letter to boost ATS matches.
Hard Skills
Data EntryProject ManagementDocument PreparationExpense TrackingMeeting CoordinationVendor ManagementReport GenerationSocial Media SchedulingE-Signature ManagementProofreading
Soft Skills
Highly OrganizedProactiveDependableDetail-OrientedStrong Communication
Tools & Technologies
AirtableMicrosoft 365 / OutlookSharePointTrelloGoogle DocsGoogle SheetsCanvaPowerPoint
Industry Keywords
Executive AssistantAdministrative SupportEvent CoordinationHospitalityNonprofit Experience
About the role
Key responsibilities & impact- Manage the CEO’s Outlook calendar, scheduling, rescheduling, time zones, and travel time
- Prepare meeting briefs, agendas, and relevant background information
- Coordinate travel arrangements and itineraries
- Organize expense receipts and supporting documentation
- Track deadlines, appointments, speaking engagements, and certifications
- Keep priorities and follow-ups organized
- Maintain project, team, vendor, and pipeline information in Airtable
- Perform recurring data entry, cleanup, and record maintenance
- Update project statuses and maintain accurate information after meetings and calls
- Pull basic reports and views for deadlines, tasks, and pipeline activity
- Set up Trello boards for new projects and organize client documents in SharePoint
- Support registration lists, attendee information, and event-related data entry
- Research and shortlist event vendors including venues, catering, AV, production, rentals, transportation, and staffing
- Request and organize quotes, availability, COIs, W-9s, and vendor information
- Prepare side-by-side vendor comparisons
- Maintain vendor records, rates, contacts, and performance information
- Track contracts, deposits, and payment deadlines
- Coordinate internal meetings, take notes, and track action items
- Format and proof decks, reports, run-of-show documents, and other client materials
- Organize shared files, contact lists, and company records
- Prepare documents, PDFs, and e-signature requests
- Maintain consistent filing and naming conventions
- Assist with scheduling social posts and maintaining the content calendar
- Organize video and marketing files
- Support additional administrative tasks as business needs evolve
- Deliver defined, task-specific services under an independent contractor agreement and agreed Statement of Work
Requirements
What you’ll need- 3+ years of Executive Assistant or Administrative Assistant experience strongly preferred
- Experience supporting a CEO, founder, or senior executive strongly preferred
- Airtable experience required
- Strong Microsoft 365 / Outlook experience required
- Strong data-entry and administrative skills required
- Vendor or supplier research experience strongly preferred
- Event planning, hospitality, agency, or nonprofit experience is a plus
- SharePoint and Trello experience preferred
- Social media scheduling experience is a plus
- Highly organized, proactive, and dependable
- Strong Executive Assistant and back-office support background
- Excellent written English with strong proofreading ability
- Comfortable managing competing deadlines and priorities
- Strong research and vendor-sourcing ability
- Detail-oriented with accurate data-management habits
- Able to work independently and follow through without constant reminders
- Discreet with confidential client, financial, and contract information
- Comfortable supporting both a CEO and a broader project team
- Knowledge of Airtable, Microsoft 365 / Outlook, SharePoint, Trello, Google Docs / Google Sheets, and Canva / PowerPoint
- Working knowledge of e-signature platforms preferred
- English language preference; excellent written English required
- Availability Monday through Friday within 9:00 AM–6:00 PM EST
- Must operate under a Master Services Agreement and Statement of Work as an independent contractor
Benefits
Comp & perks- Competitive rates
- Weekly payments
- Various open roles are available
- Free training and upskilling
- Constant support and guidance
- A vibrant community always ready to support you
- Hours may increase based on performance and workload
- Schedule alignment with the client’s preferred hours where feasible