Job Description

Type:

• Permanent

Full time or Part Time:

• Part Time

Job Title: Executive Assistant - Part time

Schedule: 20-25 hours to start and can increase as business needs increase with successful performance. 

Pay Rate:

• $20 per hour

Location:

• Hybrid (In-person for events and some meetings)

Language Requirements:

• Write, read, and speak English fluently

Language Preferences:

• Speak, read and write Spanish

Job Overview:

We are seeking a highly organized, energetic, proactive, and professional Part-Time Executive Assistant to support the CEO of a growing staffing company with commercial and government contracts. This person will serve as a critical gatekeeper, managing the CEO’s calendar, screening phonecalls and other communication, and ensuring that only high-priority matters reach their attention. The ideal candidate has experience supporting executives, is comfortable working in a fast-paced environment, has excellent judgment to create structure and can anticipate the needs of the CEO. Works with a sense of urgency, pride and is a solution-oriented professional. Sets personal goals and is a champion of our our team. Also, Familiarity with commercial and government contracting (e.g., proposal cycles, SAM.gov, etc.) and will perform other duties as assigned.

Key Responsibilities:

Email & Calendar Management

• Monitor and manage the CEO’s inbox, flagging important messages and drafting responses.
• Schedule and prioritize meetings across time zones.
• Ensure daily calendar is optimized for productivity and goals.

Call & Communication Screening

• Screen incoming calls and messages to filter out non-essential requests.
• Act as the first point of contact for clients, partners, and vendors with professionalism and discretion.

Client Interaction & Follow-Up

• Coordinate communications with commercial and government clients.
• Draft follow-up emails, presentations, proposals, or memos as directed.

Administrative Support

• Prepare briefings, agendas, PowerPoint presentations and summaries for meetings.
• Track action items and deadlines from meetings and ensure timely follow-up.
• Assist with document organization, contract tracking, and file management.

Light Project Management

• Help manage small internal or client-related projects and timelines.
• Coordinate with internal team members and external stakeholders.

Exercise Judgment

• In complex or sensitive situations (e.g., which investor email deserves priority).

Personalized Relationship Management

• Human nuance and high emotional intelligence.

Make Executive Decisions

• On my behalf beyond structured tasks if authorized.

Representation

• In calls, write nuanced emails, or manage vendors or relationships.

Automate Repetitive Tasks

• Research and present the use of Power Automate or integrations.

Experience Requirements:

• 3+ years supporting senior executives in professional services.
• Tech-savvy and able to adapt quickly to new tools.
• Strong proficiency with Microsoft 365, CRM and project management tools i.e. Outlook, Teams, Word, Excel, PowerPoint, and OneNote.
• Excellent written and verbal communication skills.
• Familiarity with government contracting (e.g., proposal cycles, SAM.gov, FAR regulations, etc.)
• Proven ability to manage sensitive and confidential information.
• Experience supporting clients in both the commercial and government sectors.
• Detail-oriented with excellent organizational and time-management skills.
• Experience using AI tools like Microsoft Copilot, Grammarly, or scheduling automations.
• Basic understanding of operational and contracting workflows.
• Able to lift up to 15lbs, sit for long hours, has dexterity of finger, etc.
• Can type 45wpm

Experience Requirements:

• Experience working in a staffing firm environment

Education :

• High School Diploma or GED
• Associate's Degree

Training Schedule:

• TBD

Schedule :

• 10am - 3pm, Monday - Friday

Dress Code:

• Business casual

Benefits:

None while part time, but can become a full-time role which is dependent upon business needs and successful performance, benefits would be offered if becomes full time

Additional Information:

Drug and background checks are performed. Valid identification and reliable transportation required. We are an E-Verify employer. We will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS), with information from each new employee’s Form I-9 to confirm work authorization. Our employees are authorized to work in the United States. Candidates shall supply their own transportation.

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