Executive Assistant (Ea)

Seeking an Executive Assistant (EA) to collaborate with the AVA team in supporting client-facing operations. This role focuses on client onboarding and offboarding, client correspondence, and administrative execution, while applying high-level critical thinking to ensure workflows remain organized, responsive, and efficient.

The EA supports daily operations by managing administrative details, maintaining clear communication, and following structured processes—ensuring a smooth experience for both clients and internal stakeholders.

Ideal Candidate Profile

A dependable, organized, and proactive executive assistant who thrives in a collaborative team environment. Comfortable managing client communications, coordinating administrative workflows, and thinking strategically to anticipate needs and resolve issues. Detail-oriented, communicative, and capable of managing multiple priorities with discretion.

Key Resposibilities

• Collaborate with the AVA team to support client onboarding and offboarding
• Manage client correspondence with professionalism, clarity, and timeliness
• Execute and oversee ongoing administrative and operational tasks
• Track client requests, actions, and follow-ups to ensure completion
• Support documentation, records, and internal process organization
• Assist with scheduling, inbox management, and task coordination
• Apply critical thinking to identify gaps, anticipate next steps, and improve workflows
• Ensure administrative processes are followed consistently and accurately

Team & Workflow Collaboration

• Work closely with team members to align priorities and responsibilities
• Maintain visibility across tasks, timelines, and deliverables
• Communicate updates, risks, and completions clearly and proactively
• Support smooth handoffs across client interactions and internal workflows

Required Software & Tools

• Notion
• Google Workspace (Gmail, Calendar, Docs, Drive)

Required Skills

• Strong executive-level administrative and organizational skills
• Excellent written and verbal communication
• Client-facing professionalism and discretion
• High attention to detail
• Ability to manage multiple priorities and shifting demands
• Strong critical thinking and problem-solving abilities
• Proactive mindset with reliable follow-through
• Comfort operating within structured, team-based environments

What Great Looks Like

• A high-performing EA who ensures:
• Clients are onboarded and offboarded smoothly
• Client communications are timely, clear, and professional
• Administrative tasks are executed accurately and efficiently
• Follow-ups happen without reminders
• The team operates with clarity and confidence
• Client experience remains consistent and high-quality