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Published 2023-07-04

Executive Assistant

Type of job: Remote
Country: United States
City: San Francisco
Company: MTZ Solutionz

Description of the offer

Position Overview: 

We are seeking a highly organized and professional Executive Assistant to provide exceptional support to our Chief Operating Officer (COO) with multiple clients in the E-commerce space. As the Executive Assistant, you will play a pivotal role in managing the COO’s daily activities, coordinating meetings, handling confidential information, and ensuring smooth communication within the organization. This position requires exceptional organizational skills, attention to detail, and the ability to work effectively in a fast-paced and dynamic environment.


  • Calendar Management:
    • Efficiently manage the COO’s complex and ever-changing schedule, including prioritizing and scheduling appointments, meetings, and travel arrangements.
    • Coordinate with internal and external stakeholders to ensure efficient use of the COO’s time.
  • Meeting Coordination:
    • Prepare meeting agendas, materials, and presentations as required.
    • Coordinate and schedule executive-level meetings, including logistics, catering, and meeting room arrangements.
    • Attend meetings, take accurate minutes, and distribute them to relevant stakeholders.
  • Communication Management:
    • Serve as the primary point of contact for internal and external communications addressed to the COO, including emails, calls, and inquiries.
    • Draft and proofread correspondences, reports, and presentations on behalf of the COO.
    • Facilitate effective communication flow within the organization by disseminating information, directives, and assignments to the appropriate individuals or teams.
  • Travel and Expense Management:
    • Arrange domestic and international travel itineraries, including flights, accommodations, transportation, and visas.
    • Prepare travel expense reports, ensuring accurate documentation and adherence to company policies.
  • Information Management:
    • Maintain confidentiality and handle sensitive information with the utmost discretion.
    • Organize and maintain electronic and physical files, ensuring easy access and retrieval of information.
    • Conduct research, gather data, and prepare reports or presentations as requested by the COO.
  • Project Coordination:
    • Collaborate with cross-functional teams to assist in the coordination and execution of special projects, initiatives, and events.
    • Track project milestones and deadlines, ensuring timely completion and follow-up.


  • Proven experience as an executive assistant or similar role, supporting C-level executives.
  • Exceptional organizational and time management skills, with the ability to multitask and prioritize effectively.
  • Excellent verbal and written communication skills, including strong proofreading and editing abilities.
  • Proficiency in using productivity tools and software, including but not limited to Google Suite
  • Strong attention to detail and a high level of accuracy in all work.
  • Ability to handle confidential information with integrity and discretion.
  • Excellent problem-solving skills and the ability to anticipate needs and proactively address challenges.
  • Strong interpersonal skills and the ability to build positive relationships at all levels of the organization.
  • Flexibility and adaptability to work in a fast-paced and dynamic environment.


  • Ability to schedule meetings and appointments in a timely manner with accuracy with updates and changes
  • Responsiveness to emails and inquires, with some communication drafted with the accuracy and quality of the Executive supporting
  • Ability to establish and maintain positive working relationships with internal and external stakeholders
  • Collaboration and teamwork demonstrated in cross functional projects or initiatives.

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