[Remote] Executive Administrative Assistant

Note: The job is a remote job and is open to candidates in USA. ILM Professional Services, Inc. is dedicated to crafting solutions that transform businesses and lives. They are seeking an Executive Administrative Assistant to support the President by managing calendars, coordinating sales operations, and ensuring efficient communication across various departments.

Responsibilities

• Own the President’s calendar, email triage, and daily priorities; proactively protect focustime and reduce context switching
• Run a weekly planning cadence: align priorities, define outcomes, and publish a simpleweekly plan (Top 5 priorities, key meetings, deadlines)
• Prepare the President for 1:1s and key meetings: confirm objectives, create agendas, gather pre-reads, and ensure decisions are captured
• Extract tasks and commitments from conversations and convert them into organized action lists with owners, deadlines, reminders, and follow-ups
• Maintain a real-time executive task dashboard (daily/weekly) that gives visibility to what is in progress, what is blocked, and what is next
• Drive closure: ensure open loops are completed or consciously deprioritized
• Schedule client meetings and interviews, including calendar invites, agendas, reminders, and logistics (including lunch reservations when needed)
• Maintain sales hygiene in CRM: enter deal details, notes, next steps, owners, due dates, and follow-up tasks within 24 hours of activity
• Post-meeting follow-through: organize recordings, summarize outcomes, document action items, and ensure next meetings are scheduled
• Manage contract workflows: send contracts via DocuSign, track signatures, store executed contracts in SharePoint, and maintain a contract/extension tracker
• Proactively manage extensions: trigger reminders and coordinate internal follow-up at least 6 weeks prior to contract end dates
• Support relationship-building efforts such as client gifts and holiday outreach by researching preferences and coordinating delivery
• Coordinate recurring employee 1:1s with the President; send agendas, reminders, and pre work prompts to drive productive conversations
• Capture notes and distribute clear action items after 1:1s (owners, deadlines, follow-ups)
• Maintain the President’s direct-report task tracker and ensure weekly follow-through
• Coordinate internal meetings: weekly leadership cadence, Scrum notes distribution, and twice-yearly all-company meetings
• Draft executive communications as requested (anniversary messages, year-end updates, employee recognition)
• Coordinate employee appreciation and gifting initiatives

Skills

• 2+ years of high-ownership Personal Assistant in a small business environment
• Demonstrated experience building structure for an unstructured environment: weekly planning, action tracking, and follow-up discipline
• Experience supporting Sales operations and CRM hygiene
• Experience coordinating across departments (Sales, Marketing, Technology, HR/Recruiting)
• Extreme organization and follow-through: you create clarity, set cadence, and close loops
• Strong written communication: crisp agendas, meeting notes, and executive-ready summaries
• Meeting and calendar mastery: you anticipate conflicts, sequence priorities, and protect focus time
• Operational judgment and discretion: you handle sensitive information with integrity and professionalism
• System builder mindset: you design lightweight processes that reduce chaos and increase throughput
• Proactive ownership: you do not wait to be told; you identify what is missing and take action
• Proficiency with Microsoft 365 (Outlook, Word, Excel, Teams) and SharePoint
• Comfort with DocuSign (or equivalent e-signature tools)
• Comfort with AI tools for summarization and drafting (e.g., meeting transcript cleanup) while maintaining confidentiality standards
• Ability to work in a fast-changing environment, manage multiple threads, and maintain calm execution under pressure
• Exposure to professional services, consulting, software/technology, or technical teams

Company Overview