Executive Assistant

Job Title: Executive Assistant

Job Location: Remote

Compensation: $65,000 to $80,000 base salary, Health/Dental Benefits, PTO, 401k, etc.

Eligibility/Clearance: US Citizenship

Job Description:           

The Executive Assistant supports Stelic’s three partners, with time allocated approximately one-third to each. The EA owns the administrative operating system, so the partners are not required to manage individual tasks or provide daily direction.

The role is responsible for maintaining organization, protecting executive time, driving follow-through, and ensuring commitments do not get missed.

Responsibilities (include but are not limited to):

1. Email and Inbox Management

• Review and organize executive inboxes.
• Identify urgent, client-sensitive, and time-critical messages.
• Separate emails requiring a response, delegation, review, or no action.
• Draft routine responses for executive approval.
• Track unanswered emails and outstanding requests.
• Reduce unnecessary email traffic and protect executives from low-priority items.

2. Calendar and Meeting Management

• Coordinate meetings across the three partners.
• Resolve scheduling conflicts based on business priority.
• Protect focus time and avoid unnecessary fragmentation.
• Confirm attendees, locations, links, and meeting objectives.
• Ensure executives have adequate preparation and travel time.
• Proactively reschedule meetings when priorities change.

3. Meeting Preparation and Follow-Through

• Prepare agendas and briefing materials.
• Organize relevant emails, documents, and background information.
• Use Teams and Fireflies to capture notes and commitments.
• Convert meeting notes into clear action items.
• Assign owners and due dates.
• Track open items until completion.
• Maintain a clear “ball-in-court” list showing who owes the next action.

4. Executive Planning and Briefings

• Provide scheduled executive briefings at an agreed cadence.
• Summarize the day’s meetings, priorities, critical emails, and decisions.
• Identify conflicts, overdue items, and emerging risks.
• Recommend the next best actions.
• Maintain a consolidated view of commitments across clients, internal operations, staffing, and business development.

5. Travel and Logistics

• Research and coordinate flights, hotels, rental cars, and ground transportation.
• Prepare concise itineraries with confirmation details.
• Coordinate changes and address travel disruptions.
• Track receipts and supporting documentation when required.
• Anticipate onsite requirements, travel time, and scheduling impacts.

6. Task and Commitment Management

• Capture requests from email, meetings, Teams, and Fireflies.
• Maintain a centralized action-item tracker.
• Clarify the owner, due date, priority, and next action for each item.
• Follow up with internal and external owners.
• Escalate items that are overdue, blocked, or require executive intervention.
• Close completed actions and maintain an accurate record.

7. Business and Administrative Support

• Complete routine forms and administrative submissions.
• Support preparation of simple proposals, letters, and client communications.
• Coordinate business-development meetings and follow-ups.
• Organize contracts, resumes, project information, and executive records.
• Assist with recruiting coordination, onboarding logistics, and internal communications.
• Support recurring administrative processes and deadlines.

8. Process Improvement and Automation

• Identify repetitive administrative work that can be standardized or automated.
• Develop templates, checklists, and repeatable workflows.
• Improve how information moves between email, Teams, Fireflies, calendars, and task trackers.
• Recommend practical automation opportunities.
• Test and maintain approved workflows.
• Continuously improve the executive-support system based on results and feedback.

Requirements:

Operating Expectations

The EA is expected to:

• Own the system rather than wait for task-by-task direction.
• Work from a fixed operating cadence.
• Anticipate needs and raise issues early.
• Use judgment to distinguish urgent work from noise.
• Present problems with a recommended action.
• Maintain confidentiality and use appropriate discretion.
• Communicate concisely and professionally.
• Confirm priorities when requests from the three partners conflict.
• Maintain reliable records so commitments are not dependent on memory.

Decision Authority

The EA may independently:

• Schedule and coordinate routine meetings.
• Request availability and missing information.
• Follow up on previously assigned actions.
• Organize inboxes, files, calendars, and task lists.
• Prepare drafts and briefing materials.
• Resolve routine administrative and logistical issues.

Executive approval is required before:

• Sending substantive communications on an executive’s behalf.
• Making financial commitments outside approved limits.
• Changing a significant client or employee commitment.
• Sharing confidential or sensitive information.
• Committing an executive to a material deadline or decision.

Standard Operating Cadence

Daily

• Review critical emails and calendar changes.
• Confirm the day’s priorities.
• Update action items and follow-ups.
• Prepare executive briefings at the agreed times.
• Flag decisions or risks requiring immediate attention.

Weekly

• Review upcoming meetings, deadlines, and travel.
• Reconcile action items from Teams, Fireflies, and email.
• Identify overdue or stalled commitments.
• Prepare the following week’s priority view.
• Review recurring administrative requirements.

Monthly

• Review recurring processes and executive workload.
• Identify automation and delegation opportunities.
• Confirm upcoming travel, major deadlines, and business-development commitments.
• Recommend improvements to the executive-support system.

Measures of Success

• Critical emails and commitments are not missed.
• Executives receive timely, decision-ready information.
• Meetings are purposeful and properly prepared.
• Action items have clear owners and due dates.
• Follow-ups occur without executive prompting.
• Calendars reflect actual business priorities.
• Travel and logistics are accurate and organized.
• Administrative work requires progressively less executive involvement.
• The EA operates as the owner of the support system, not as someone who must be managed daily.

Education:

• Knowledge in new technology and the AI way of finishing tasks

ATR is an Equal Opportunity Employer (EOE) who will provide equal employment opportunity to employees and applicants for employment without regard to race, ethnicity, religion, color, sex, pregnancy, national origin, age, veteran status, ancestry, sexual orientation, gender identity or expression, marital status, family structure, genetic information, or mental or physical disability