Executive Assistant at Ataraxis Management

Role Overview

• We are looking for a proactive and dependable Executive Assistant to provide administrative and organizational support to U.S.-based executives. The ideal candidate will help manage daily schedules, coordinate meetings, handle correspondence, prepare documents, and assist with various administrative tasks to ensure efficient day-to-day operations.

Key Responsibilities:

Calendar and Schedule Management

• Manage executive calendars, appointments, and daily schedules.
• Coordinate meetings across different time zones.
• Schedule, reschedule, and confirm appointments.
• Send meeting invitations and reminders.

Email and Communication Management

• Monitor and organize executive email inboxes.
• Draft, review, and respond to routine emails on behalf of executives.
• Handle incoming communications and direct inquiries to the appropriate person.
• Maintain professional communication with clients, partners, and team members.

Meeting and Travel Coordination

• Arrange meetings, prepare agendas, and organize necessary documents.
• Take meeting notes and distribute action items when needed.
• Coordinate domestic and international travel arrangements, including flights, accommodations, and transportation.
• Prepare travel itineraries and manage booking details.

Administrative and Operational Support

• Prepare reports, presentations, spreadsheets, and other business documents.
• Organize and maintain digital files and records.
• Assist with expense tracking, invoice processing, and reimbursement requests.
• Conduct online research and gather information for business-related tasks.
• Monitor deadlines and follow up on pending tasks.

Executive Support and Coordination

• Assist executives with daily priorities and ongoing projects.
• Coordinate with internal departments, clients, and external partners.
• Help track project progress and ensure assigned tasks are completed on time.
• Handle confidential business information with professionalism and discretion.

Requirements:

• Previous experience as an Executive Assistant, Administrative Assistant, Personal Assistant, or in a similar role.
• Experience supporting U.S.-based executives or companies.
• Excellent written and verbal English communication skills.
• Strong organizational, time management, and coordination skills.
• Ability to manage calendars, emails, meetings, and multiple administrative responsibilities.
• Proficiency in Google Workspace and Microsoft Office.
• Familiarity with project management and communication tools such as Asana, Trello, Slack, or similar platforms.
• Ability to work independently and anticipate executive support needs.
• Comfortable working with U.S. business hours and different time zones.
• Ability to handle confidential information professionally.

Preferred Qualifications:

• Previous experience working remotely with U.S.-based executives.
• Experience coordinating domestic and international travel.
• Familiarity with CRM systems and project management platforms.
• Experience preparing executive reports, presentations, and business correspondence.