multiplymii - Executive Assistant
Requirements
• 3-5 yrs experience supporting executives with calendars, inboxes, and coordination. • Ability to manage high-volume inboxes, prioritize urgent messages, and follow up proactively. • Experience in creating clear notes, SOPs, and meeting summaries for team alignment. • Strong written and verbal communication with clarity, professionalism, and responsiveness. • Able to anticipate needs, identify gaps, and take action without constant direction. • Experience with Asana, ClickUp, or similar tools to track tasks and deadlines. • Proactive problem-solving and foresight to anticipate needs • Track action items and ensure completion across multiple stakeholders and projects. • Experience handling personal scheduling, travel, or family-related coordination tasks. • Track comms or follow-ups with retail partners, pull simple reports from Shopify or tools, etc. • Onboarding, work anniversaries, employee birthdays, etc. • Experience in receipt organization/expense tracking • Experience with Vendor coordination, cross-team follow-ups • Familiarity with Shopify, Amazon, or retail operations • APPLICATION PROCESS • We understand that searching for a new job can be challenging, and we’re here to support you every step of the way. Our goal is to make the process as transparent and respectful as possible. • Typically, the interview process includes a Recruiter Interview, Client Interview, and Practical Test, and then a last interview to discuss the practical test and final matters with the client. Throughout each stage, we’ll keep you informed and provide feedback as quickly as we can, ensuring you feel valued and supported throughout your journey with us.
Responsibilities
• Executive & Calendar Management • Manage executive inboxes and calendars, including scheduling, prioritization, and protecting focus time • Coordinate meetings end-to-end, ensuring seamless communication, conflict resolution, and follow-ups • Task & Project Management • Own task tracking in Asana by assigning, monitoring progress, and enforcing accountability on deadlines • Provide weekly updates on priorities, overdue items, and blockers to ensure smooth execution • Meeting & Communication Support • Prepare agendas, materials, and capture notes with clear action items and timely follow-ups • Act as a communication bridge, following up with team members, vendors, and partners on behalf of leadership • Travel & Logistics • Coordinate travel arrangements, including flights, accommodations, and detailed itineraries • Handle pre-trip planning and scheduling to ensure smooth and organized travel experiences • Personal & Household Management • Manage personal calendars, appointments, and family logistics such as school and activity schedules • Oversee household operations, including vendor coordination, subscriptions, and online orders • Events & Team Support • Assist in planning and coordinating company events, offsites, and key initiatives • Support team culture efforts such as onboarding, birthdays, and recurring operational checklists • Administrative & Systems Support • Track expenses, collect receipts, and assist in maintaining accurate financial records • Organize systems (Google Drive, Asana) and recommend process improvements for better efficiency
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