- Company Name
- FirstPrinciples
- Job Title
- Executive Assistant
- Job Description
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**Job Title**
Executive Assistant
**Role Summary**
Provide proactive, high‑level administrative and operational support to the leadership team in a fast‑growing organization. Manage complex calendars, coordinate domestic and international travel, plan events, maintain communication flows, and streamline workflows to enable strategic focus.
**Expectations**
- Act as central point of contact for executives, staff, and external partners.
- Demonstrate strong proactivity, organization, and problem‑solving skills.
- Maintain confidentiality and adhere to professional standards.
- Exhibit adaptability in a dynamic, mission‑driven environment.
**Key Responsibilities**
1. **Leadership Calendar & Operational Support** – Manage multi‑level calendars, schedule meetings, prepare agendas and presentation materials, take minutes, and circulate clear action‑item summaries.
2. **Meeting & Event Coordination** – Plan internal leadership meetings, team offsites, partner gatherings, virtual events, and conferences; handle venues, catering, AV, and post‑event follow‑ups.
3. **Travel Management** – Arrange flights, accommodations, ground transport, itineraries, expense reporting, and vendor relationships for staff worldwide.
4. **Stakeholder Outreach** – Coordinate introductions, schedule calls, and maintain relationship pipelines with academics, researchers, and partners.
5. **Operational Workflow Management** – Oversee day‑to‑day administrative processes, new‑hire onboarding, recognition programs, and cross‑functional project tracking.
6. **Process Improvement** – Analyze calendars, meeting cadences, and workflows; recommend and implement efficiency enhancements.
**Required Skills**
- Advanced calendar management (Google Calendar, Outlook).
- Travel coordination and expense reconciliation.
- Event planning, vendor negotiation, budget oversight.
- Strong written and verbal communication.
- Proficiency with collaboration tools (Google Drive, Asana, Confluence).
- Ability to synthesize information, prioritize tasks, and maintain attention to detail.
- Confidentiality and high ethical standards.
**Required Education & Certifications**
- Bachelor’s degree or equivalent combination of education and professional experience.
- Preferred certifications: Certified Administrative Professional (CAP) or similar.
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