Executive Support Assistant

We are seeking a highly organized, proactive, and detail-oriented Executive Support Assistant (English C1) to provide administrative and operational support to the CEO and leadership team.
ResponsibilitiesExecutive & Calendar SupportManage calendars, scheduling, rescheduling, and meeting coordination.Coordinate appointments, calls, internal planning sessions, and client meetings.Assist with travel arrangements, itineraries, reservations, and logistics.Prepare agendas, meeting notes, reminders, and follow-up action items.Help maintain organized schedules and improve daily workflow efficiency.Administrative & Operations SupportAssist with contracts, proposals, invoices, onboarding documentation, and operational deliverables.Track deadlines, approvals, renewals, and outstanding action items.Organize and maintain digital files, internal documentation, and operational processes.Support project coordination across multiple clients and internal initiatives.Help maintain accurate records and administrative systems.Client & Partner CommunicationServe as a professional point of contact for clients, vendors, partners, and collaborators.Coordinate meetings, introductions, and follow-up communications.Ensure timely responses and smooth communication across projects.Maintain confidentiality and professionalism in all interactions.Event & Marketing SupportAssist with event coordination, sponsor deliverables, shipping logistics, and timelines.Support scheduling for speaking engagements, podcasts, and networking opportunities.Coordinate social media assets, uploads, and administrative marketing tasks.Assist with post-event follow-up and partner communications.Executive Support & Problem SolvingAnticipate administrative needs and help identify operational challenges.Handle sensitive information with discretion and professionalism.Assist with special projects and changing priorities as needed.Help leadership stay organized, responsive, and focused on key objectives.Personal Administrative SupportCoordinate personal appointments and vendor scheduling.Assist with travel reservations and logistical arrangements.Support personal correspondence, gift procurement, and occasional administrative errands.
QualificationsRequired1-3 years of experience in Administrative Support, Executive Support, Office Administration, Operations Support, Project Coordination, or similar roles.Advanced English proficiency (C1).Strong organizational and time-management skills.Excellent written and verbal communication.High attention to detail and follow-through.Ability to manage multiple priorities in a fast-paced environment.Strong problem-solving skills and professional judgment.Proficiency with common business tools and technology.Experience supporting managers, executives, or small teams.Experience coordinating calendars, travel, meetings, or events.Familiarity with Google Workspace, Notion, Slack, HubSpot, Canva, ChatGPT, AI tools, or project management platforms.Experience working in startup, agency, consulting, media, or entrepreneurial environments.