Job Summary: We're recruiting a highly organized, self-directed Executive & Administrative Assistant to support a Vice President & General Manager. This is a behind-the-scenes role focused on calendar and inbox management, document preparation, spreadsheet building and analysis, file organization, and project tracking. The person who does well here is unusually good at follow-through — trusted to hold the details, catch the deadline three weeks out, and keep anything from slipping through the cracks.

You should also be genuinely comfortable using AI tools as part of your daily workflow, reaching for them fluently and reviewing their output critically.

Key Responsibilities

• Own and drive the executive's calendar — scheduling, rescheduling, shielding focused work time, and flagging conflicts before they happen with proposed solutions
• Coordinate meeting logistics including invitations, conferencing links, agendas, and advance distribution of materials
• Triage the executive's inbox: sort, label, file, and surface only what genuinely calls for attention; draft correspondence and replies for review
• Track outstanding items, open commitments, and action items, following up so nothing stalls
• Build, maintain, clean, and audit spreadsheets in Excel and Google Sheets — using formulas, lookups, conditional logic, and calculated fields to turn raw exports into readable summaries
• Create pivot tables and charts, consolidate data from multiple exports into a single accurate working file, and correct errors, duplicates, and broken formulas
• Prepare recurring internal reports on a fixed schedule, formatted consistently and delivered without being asked
• Format, proofread, and finalize internal documents, memos, agendas, and presentations; build and maintain templates for recurring documents
• Take meeting notes and work them into clean summaries with clearly assigned action items and owners
• Keep an organized, logically structured, consistently named cloud drive, and convert, merge, and organize PDFs and other file formats
• Keep a master tracker of active projects, deadlines, and dependencies, and compile research and background summaries on assigned topics
• Document every recurring task you take on as a written standard operating procedure another person could follow
• Use AI assistants to draft, summarize, reformat, and organize routine work — writing clear prompts, iterating when needed, and verifying all output before it goes anywhere

Mandatory Skills:

• Excellent written English — most of this role is written communication, and drafts should need light editing, not rewriting
• Strong working proficiency in Microsoft Excel and Google Sheets, including the ability to write and troubleshoot formulas on your own
• Practical command of common spreadsheet functions: SUM, AVERAGE, COUNTIF and SUMIF, IF and nested logic, VLOOKUP or XLOOKUP, CONCATENATE or TEXTJOIN, TRIM and CLEAN, and date functions
• Able to build pivot tables, apply conditional formatting, sort and filter large data sets, and create basic charts
• Demonstrated proficiency with Google Workspace — Gmail, Calendar, Docs, Sheets, and Drive
• Hands-on experience using AI assistants such as Claude, ChatGPT, or Gemini in a real work context, with the judgment to know when output needs checking
• Genuine attention to detail and dependable follow-through — this role is measured on things not falling through the cracks
• Discretion when handling sensitive internal business information
• Strong communication skills, both written and verbal
• Dependable, detail-focused, and able to work independently
• A reliable high-speed internet connection, a quiet professional workspace, and a documented backup plan for power and connectivity outages
• Willingness to complete a background check and sign a confidentiality agreement

Preferred Skills:

• Advanced spreadsheet skills: INDEX and MATCH, nested lookups, data validation, named ranges, or Power Query
• Experience building a dashboard or recurring reporting file from raw data exports
• Experience supporting a senior executive with a heavy calendar and project load
• Familiarity with a project or task management tool such as Asana, Monday.com, Notion, or Trello
• Experience creating SOPs, process documentation, or internal training materials
• Comfort building simple automations using Google Apps Script, Zapier, or similar
• Able to handle multiple projects and competing priorities at once

Why Join Us: This is a role with real ownership and visibility, working directly alongside a senior leader who will trust you with the details that matter most. You'll be given the tools to do the work well — including AI assistants — and the auto