Seller Systems Software: Executive Assistant

About the position

Seller Systems Software is a dynamic and fast-paced organization where efficiency, precision, and proactivity drive success. We are seeking an Executive Assistant to support our CEO by optimizing time, managing critical tasks, and ensuring seamless operations across business and personal commitments. The ideal candidate is a strategic thinker with exceptional time management skills, keen attention to detail, and the ability to anticipate needs before they arise. They are highly skilled in communication, problem-solving, and technology, with a strong sense of professionalism and confidentiality. The ability to thrive in a fast-paced environment and proactively manage multiple priorities is essential. If you are an experienced Executive Assistant looking for a challenging and rewarding role where you can directly impact business success, we encourage you to apply. Join us and be part of a high-performing team where your skills and expertise will be highly valued.

Responsibilities

• Maintain and optimize the CEO’s calendar, ensuring clarity, efficiency, and strategic alignment.
• Coordinate all meetings, prioritizing essential engagements and minimizing disruptions.
• Schedule all travel, accommodations, and logistics, ensuring seamless experiences.
• Ensure all events, personal commitments, and business activities are balanced effectively.
• Audit and confirm all calendar invitations weekly, ensuring no missed details.
• Filter and prioritize inbound emails, responding on behalf of the CEO where necessary.
• Ensure every email is acknowledged, providing clear responses or redirecting as appropriate.
• Manage and track key communications, following up on necessary actions.
• Act as a liaison between the CEO and internal/external stakeholders.
• Schedule and prepare for all meetings, ensuring the CEO has the necessary context, agenda, and materials.
• Take detailed notes and follow up on action items to ensure execution.
• Facilitate efficient and productive meetings by managing time and priorities effectively.
• Track and monitor key projects, ensuring deadlines are met and aligned with company goals.
• Manage financial monitoring related to the CEO’s activities.
• Oversee event planning and execution for corporate and personal engagements.
• Regularly review and refine processes to increase efficiency.
• Arrange personal appointments, family commitments, and household logistics.
• Coordinate closely with the CEO’s spouse to align schedules.
• Plan and manage personal travel, including leisure and family trips.
• Handle sensitive information with the highest level of discretion and professionalism.
• Proactively identify and resolve issues before they reach the CEO.
• Make informed decisions independently to enhance efficiency and operations.
• Coordinate and facilitate the onboarding of new employees, ensuring a smooth transition by handling paperwork, scheduling orientation sessions, and providing necessary resources.
• Assist with benefits enrollment, track eligibility, and serve as a point of contact for employee benefits-related inquiries.
• Organize and manage calendars, meetings, and appointments for the entire team when needed.

Requirements

• Proactive & Detail-Oriented: Ability to anticipate needs, manage multiple priorities, and maintain meticulous attention to detail.
• Strategic Thinker: Ability to assess priorities and align the CEO’s time with high-impact activities.
• Exceptional Communication Skills: Strong written and verbal communication with a polished, professional demeanor.
• Tech-Savvy & Resourceful: Proficiency in Google Suite, Slack, scheduling tools, and other business software.
• Strong Organizational Skills: Ability to manage complex schedules, logistics, and multiple workstreams simultaneously.
• Confidentiality & Discretion: Ability to handle sensitive information with integrity and professionalism.
• Adaptability & Problem-Solving: Thrive in a fast-paced environment and excel at creative problem-solving.
• 3 years + experience as an Executive Assistant
• Available to work 9 am - 5 pm EST
• Available to travel occasionally
• Access to a computer
• Reliable internet connection
• Reliable and distraction-free work environment

Benefits

• Healthcare stipend
• Computer
• Phone
• Unlimited PTO