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Core Competencies
Role fitCore Competencies
Use this summary to align your resume positioning with the role.
Demonstrates exceptional organizational and communication skills, effectively managing executive calendars, meetings, and diverse tasks while maintaining high attention to detail. Proficient in leveraging technology and AI tools to enhance productivity and streamline administrative processes.
Highest-signal resume keywords
Executive Calendar ManagementWritten And Verbal CommunicationGoogle Workspace ProficiencyProject Tracking AbilitiesAI Productivity Tools Experience
ATS Keywords
Tailor your resumeApplicant Tracking System Keywords
Tip: use these terms in your resume and cover letter to boost ATS matches.
Hard Skills
Calendar ManagementProject CoordinationTask TrackingDocument SummarizationTravel Logistics Planning
Soft Skills
Proactive Self-StarterCalm Communication StyleAttention To DetailDiscretion In Handling Information
Tools & Technologies
Google WorkspaceSlackClaudeChatGPT
Industry Keywords
Administrative ManagementVendor CommunicationProperty ManagementOperational Productivity
About the role
Key responsibilities & impact- Manage and protect executive calendars, meetings, and daily schedules, ensuring proper buffer times and priorities are maintained.
- Prepare leadership for meetings by providing key context, summary notes, and relevant documentation.
- Triage incoming communications, email, and messages daily, drafting responses and flagging priority items.
- Translate voice memos, phone calls, and verbal commitments into written follow-ups, action items, and clear records on the same day.
- Maintain a centralized system to track open commitments, deadlines, and action items across internal teams and external parties.
- Proactively follow up with stakeholders to ensure tasks and projects are completed on time.
- Pre-read long documents, reports, and contracts to provide concise summaries and recommendations.
- Support administrative coordination across residential and commercial property management, vendor communication, and invoice tracking.
- Handle personal and administrative management, including subscriptions, vendor scheduling, and key document organization in shared drives.
- Coordinate equipment, vehicle servicing, orders, and deliveries remotely by phone and email through local teams.
- Plan end-to-end travel logistics, including flights, transportation, lodging, and itineraries.
- Serve as a clear, calm, and professional point of contact for internal and external stakeholders.
- Build and maintain organized systems across Google Workspace and Slack.
- Leverage Claude and ChatGPT to research, summarize, draft communications, and improve operational productivity while verifying data accuracy.
- Identify opportunities to simplify workflows and automate repetitive administrative work.
Requirements
What you’ll need- Previous experience as an Executive Assistant, Operations Assistant, Project Coordinator, or similar high-ownership support role for founders or senior executives.
- Broad generalist background with the ability to comfortably manage diverse and shifting tasks.
- Exceptional written and verbal English communication skills (Spanish fluency is a valuable asset).
- Strong organizational, systems-building, and project tracking abilities with high attention to detail.
- Proactive self-starter mindset with demonstrated ability to operate independently with minimal supervision.
- Direct, calm, and confident communication style when interacting with fast-moving executives and teams.
- High degree of discretion when handling confidential business, administrative, and personal information.
- Tech-savvy with proficiency in Google Workspace, Slack, and AI tools (Claude, ChatGPT).
- Experience with Google Workspace (Gmail, Calendar, Drive, Sheets) is highly valued.
- Experience with Slack is highly valued.
- Experience with AI Productivity Tools (Claude, ChatGPT) is highly valued.
- Experience with task-tracking and project management tools is highly valued.
Benefits
Comp & perks- Opportunity to grow with a fast-growing company and take on increasing responsibility over time.