Buidl Partners

Position Overview The Executive Assistant (EA) provides high-level administrative support to executive leadership, ensuring efficient management of schedules, communications, and operations. The EA acts as a gatekeeper, liaison, and strategic partner to help executives maximize productivity and organizational impact. This role requires exceptional organization, communication, and discretion, as well as the ability to anticipate needs and handle multiple priorities in a fast-paced environment. Key Responsibilities 1. Executive Support Manage and maintain executives’ calendars, scheduling meetings, travel, and appointments. Prioritize and coordinate daily activities, ensuring timely follow-up and task completion. Handle confidential correspondence, prepare reports, and draft communications on behalf of the executive. Monitor and organize email inboxes; flag critical items and respond where appropriate. Act as a point of contact between the executive and internal/external stakeholders. 2. Meeting & Communication Management Prepare meeting agendas, presentations, and briefing materials. Record, distribute, and track meeting minutes and action items. Coordinate logistics for virtual and in-person meetings. Serve as liaison for cross-departmental coordination, ensuring clear and timely communication. 3. Travel & Expense Management Arrange complex domestic and international travel itineraries, accommodations, and logistics. Process expense reports and reconcile monthly credit card statements. Ensure compliance with company travel and reimbursement policies. 4. Project Coordination Support execution of key strategic projects and company initiatives. Track project milestones and deliverables to ensure accountability and on-time completion. Conduct basic research, data collection, and preparation of reports or summaries. 5. Office & Team Support Maintain accurate records, databases, and filing systems (digital and physical). Support onboarding of new team members and coordination of internal events. Assist in organizing company communications, town halls, and special events. Qualifications Required 3+ years of experience supporting senior executives or business leaders. Exceptional organizational, time management, and multitasking skills. Strong written and verbal communication abilities. High degree of professionalism and confidentiality. Proficiency with Microsoft Office Suite (Outlook, Excel, PowerPoint) and collaboration tools (Google Workspace, Slack, Zoom, Asana, etc.). Preferred Experience in a fast-paced startup, professional services, or global organization. Familiarity with travel management tools, CRM systems, and expense tracking software. Bachelor’s degree in Business Administration, Communications, or related field. Soft Skills Proactive and resourceful problem-solver. Excellent judgment and discretion with sensitive information. Calm and adaptable under pressure. Strong relationship-building and interpersonal skills. Reliable, punctual, and self-motivated. Compensation & Work Environment (customizable) Full-time, remote or hybrid. Competitive salary based on experience. Benefits: health insurance, PTO, and professional development support. Reports directly to: CEO / COO / Executive Director (as applicable).