Executive Administrative Associate at Herbal Goodness

JOB SUMMARY

• We are seeking an experienced and highly organized Executive Admin Associate to provide exceptional support to our CEO in a dynamic and fast-paced remote work environment. The ideal candidate will have a proven track record of working with senior executives, managing complex schedules, and handling high-level communications with professionalism and discretion.
• This role requires a proactive individual who can anticipate the CEO’s needs, prioritize tasks effectively, and ensure seamless operations. As the primary point of contact for the CEO, you will coordinate interactions with internal and external stakeholders, manage confidential information, and ensure the CEO’s focus remains on strategic priorities. If you thrive in a remote setup, excel at streamlining executive workflows, and are passionate about supporting leadership at the highest level, we’d love to hear from you.

KEY RESPONSIBILITIES

• Proactively manage the CEO's complex calendar, scheduling meetings, prioritizing appointments, and resolving conflicts across multiple time zones.
• Draft, review, and edit correspondence, presentations, and reports with exceptional attention to detail and accuracy.
• Monitor and prioritize the CEO’s email inbox, responding on their behalf with sound judgment and escalating critical issues as needed.
• Act as a trusted liaison between the CEO and internal/external stakeholders, ensuring clear and efficient communication.
• Organize and manage virtual and in-person meetings, including setting agendas, coordinating with participants, and preparing supporting materials.
• Take ownership of meeting follow-ups by documenting key points, tracking actionable items, and ensuring their timely execution.
• Plan and manage the CEO’s travel itineraries, including complex international travel arrangements, accommodations, and event registrations.
• Ensure all necessary documentation, permits, and resources are prepared for meetings, events, or trips.
• Oversee and maintain the CEO’s digital filing systems (Google Drive), ensuring accessibility and organization of critical documents.
• Research and recommend new tools or technologies to enhance the CEO’s productivity and workflow.
• Serve as the CEO’s representative in interactions with high-level stakeholders, maintaining professionalism and credibility.
• Handle all confidential matters with utmost discretion and maintain the integrity of sensitive information.
• Proactively solve problems and address challenges, ensuring the CEO’s time and focus are maximized.

EXPERIENCE & EDUCATIONAL REQUIREMENT

• Bachelor’s degree in Business Administration, Communications, or a related field (required).
• Advanced degree in Law, Economics, or a related discipline is highly desirable.
• 4+ years of experience providing high-level administrative support to C-suite executives or senior leadership.
• Proven experience managing complex calendars, travel arrangements, and confidential correspondence in a remote or hybrid work environment.
• Strong proficiency in tools such as Google Workspace, and task management platforms like Asana.
• Exceptional written and verbal communication skills, with experience drafting executive-level documents and correspondence.
• Demonstrated ability to handle sensitive information with discretion and professionalism.
• Experience working in fast-paced industries or environments that require flexibility and quick decision-making.
• Must have excellent Internet connection, working laptop, and ability to adjust work hours to Central Standard Time (9 am - 5 pm CST).

BENEFITS

• Fully Remote work environment
• Health Insurance (Individual coverage through Reliance HMO)
• Time Off Benefits including Paid Leave, Company-Paid Holidays, Maternity/Paternity Leave, and Sick Leave
• Sign-on Bonus (One-off payment paid after successful completion of probation period)
• Data Allowance to support remote work needs
• Learning & Development opportunities for continuous professional growth