Hybrid Executive Assistant

at Mindoula

• Job title: Executive Assistant
• Job type: Full Time
• Experience level: Mid level, Senior
• Salary: Not specified
• Degree requirement: Bachelor's Degree
• Location requirements: Hybrid, Arlington, United States

About the role

• Executive Assistant at Mindoula managing priorities, calendar, and communications for C-Suite executives. Supporting organizational strategy and leadership through organizational and operational support.

Responsibilities

• Manage complex calendars for the President & COO, including scheduling, organizing, reviewing, and confirming internal and external meetings while minimizing conflicts and maximizing productivity.
• Maintain and prioritize a dynamic list of scheduling and action requests, ensuring executive time is allocated effectively and allowing flexibility for shifting priorities.
• Monitor incoming requests and communications, responding with urgency and prioritizing tasks to meet time-sensitive needs.
• Provide calendar, scheduling, and meeting support for the Founder & CEO and CFO as needed, coordinating across executive calendars when required.
• Serve as a liaison between executive leadership, direct reports, Mindoula employees, and external partners.
• Prepare, review, and edit executive-level correspondence, reports, and presentations with a high degree of accuracy and professionalism.
• Serve as the primary liaison between the Executive Team and the Board of Directors, managing the annual Board calendar and coordinating all Board communications.
• Coordinate preparation for executive meetings by compiling materials, creating agendas as needed, tracking attendees, and ensuring participants are prepared.
• Assist with planning and execution of internal and external meetings, leadership sessions, offsites, and company events.

Requirements

• Bachelor’s degree required
• 5+ years of experience providing high-level executive or administrative support
• Experience supporting C-Suite executives
• Proven ability to manage complex calendars, shifting priorities, and time-sensitive requests
• Strong written and verbal communication skills, including preparation of executive-level documents and presentations
• Exceptional organizational, time-management, and follow-through skills with a proactive approach
• Demonstrated ability to handle confidential and sensitive information with discretion
• Proficiency with Google Workspace and/or Microsoft Office tools
• Experience managing digital filing systems and maintaining organized, compliant records
• Ability to work independently, exercise sound judgment, and anticipate executive needs
• Strong interpersonal skills and ability to collaborate across all levels of the organization
• Experience coordinating meetings, agendas, and executive readiness in a fast-paced environment
• Comfortable working in a hybrid or remote environment with high responsiveness and accountability.

Benefits

• Health insurance
• 401(k) retirement plan
• Paid time off
• Flexible work arrangements
• Professional development opportunities