Executive Assistant (65777)

Role Overview

Mobilelink USA is seeking a highly organized, discreet, and proactive Executive Assistant to provide high-level administrative and operational support to the Executive Director and CEO/Owner. This role requires a strategic thinker who can manage complex schedules, handle sensitive information with confidentiality, and serve as a key liaison across internal departments and external stakeholders.

The ideal candidate thrives in a fast-paced, high-accountability environment and demonstrates exceptional judgment, attention to detail, and the ability to anticipate executive needs.

Key Responsibilities

Executive Support & Calendar Management

• Manage complex, high-volume calendars, including scheduling internal and external meetings, travel, and events
• Prioritize and coordinate shifting demands while ensuring alignment with business objectives
• Prepare daily briefings, agendas, and meeting materials for executive leadership

Communication & Stakeholder Coordination

• Serve as a primary point of contact between executives and internal/external stakeholders
• Draft, review, and manage professional correspondence, reports, and presentations
• Screen and prioritize communications, ensuring timely and appropriate responses

Operational & Administrative Oversight

• Coordinate executive travel arrangements, including itineraries, accommodations, and expense tracking
• Manage expense reports, invoices, and administrative documentation with accuracy and compliance
• Track key deliverables, deadlines, and follow-ups to ensure execution of strategic initiatives

Confidentiality & Compliance

• Handle highly sensitive and confidential information with discretion and professionalism
• Ensure documentation, communications, and processes align with company policies and compliance standards
• Maintain organized records of executive decisions, contracts, and key business activities

Project & Cross-Functional Support

• Support special projects and strategic initiatives on behalf of executive leadership
• Coordinate with departments including legal, finance, HR, operations, and real estate teams
• Assist in preparing reports, dashboards, and presentations for leadership meetings and board-level discussions

Meeting & Event Coordination

• Plan and execute executive meetings, leadership off sites, and company events
• Prepare meeting minutes, action items, and follow-up tracking
• Ensure seamless logistics and execution of internal and external engagements