Executive Assistant

Valeria Aguerri; United States; Hybrid; USD 70,000 - 100,000; Full time

Job summary

Valeria Aguerri is seeking an Executive Assistant to provide high-ownership support to the Principal, synthesizing commitments, managing calendars, triaging communications, and keeping daily operations efficient.

Ideal candidates are proactive problem-solvers with strong judgment, able to translate verbal commitments into written records, and comfortable working in a fast-paced, hybrid environment with a focus on confidentiality and discretion.

Qualifications

• Experience as an Executive Assistant or similar high-ownership support role for founders or senior executives.
• Broad generalist background capable of managing diverse and shifting tasks.
• Exceptional written and verbal English communication; Spanish fluency is a valuable asset.
• Strong organizational skills, systems-building, and project tracking with high attention to detail.
• Proactive self-starter with ability to work independently with minimal supervision.
• Direct, calm, and confident communication with fast-moving executives and teams.
• High discretion handling confidential information.
• Tech-savvy with Google Workspace, Slack, and AI tools (Claude, ChatGPT).

Responsibilities

• Manage and protect executive calendars, meetings, and daily schedules with proper buffers.
• Prepare leadership for meetings with context, notes, and documents.
• Triage emails and messages daily; draft responses and flag priorities (Inbox Zero).
• Convert voice memos and calls into written follow-ups and action items.
• Maintain centralized system to track commitments, deadlines, and items across teams.
• Follow up with stakeholders to ensure tasks finish on time.
• Provide pre-read summaries of long documents, reports, and contracts.
• Coordinate admin work across property management, vendor communication, and invoicing.
• Handle personal admin tasks including subscriptions and document organization.
• Plan travel logistics and itineraries; communicate with internal and external stakeholders.
• Build organized systems in Google Workspace and Slack; leverage AI tools to improve productivity.

Skills

Executive support

Operations coordination

Project coordination

Generalist

English proficiency

Spanish (bonus)

Discretion

Attention to detail

Self-starter

Tools

Google Workspace

Slack

Claude

ChatGPT

Task tracking tools

Job description

The client is a fast-growing permanent-capital holding company based in North Carolina, USA, that acquires, owns, and operates small businesses for the long term. Its current portfolio includes a variety of local service-based businesses—ranging from equipment dealerships to property and facility services—with additional acquisitions actively in progress.

As the company continues to scale its portfolio of companies and team members, it is seeking a highly capable Executive Assistant to provide direct, high-level support to the Principal, helping ensure operations, commitments, and daily priorities run with structure, accountability, and efficiency.

About the Role

The Executive Assistant is a high-ownership hybrid role combining executive support, operational coordination, and task management.

This position works directly with the Principal, who operates at a fast pace and generates deals, ideas, and commitments quickly. The primary responsibility of this role is to be the system behind leadership: capturing commitments, managing calendars, triaging communication, and keeping day-to-day operations moving smoothly without letting details fall through the cracks.

This is not a traditional administrative position focused solely on completing assigned tasks. The ideal candidate will be a proactive problem-solver who thinks independently, exercises sound judgment, identifies what needs to happen next, and takes full ownership of getting it done.

Key Responsibilities

Executive Support & Calendar

• Manage and protect executive calendars, meetings, and daily schedules, ensuring proper buffer times and priorities are maintained.
  
• Prepare leadership for meetings by providing key context, summary notes, and relevant documentation.
  
• Triage incoming communications, email, and messages daily, drafting responses and flagging priority items (targeting daily Inbox Zero).
  
• Translate voice memos, phone calls, and verbal commitments into written follow-ups, action items, and clear records on the same day.
  

Operations & Project Follow-Through

• Maintain a centralized system to track open commitments, deadlines, and action items across internal teams and external parties.
  
• Proactively follow up with stakeholders to ensure tasks and projects are completed on time.
  
• Pre-read long documents, reports, and contracts to provide concise summaries and recommendations.
  
• Support administrative coordination across residential and commercial property management, vendor communication, and invoice tracking.
  
• Handle personal and administrative management, including subscriptions, vendor scheduling, and key document organization in shared drives.
  

Communication & Logistics

• Coordinate equipment, vehicle servicing, orders, and deliveries remotely by phone and email through local teams.
  
• Plan end-to-end travel logistics, including flights, transportation, lodging, and itineraries.
  
• Serve as a clear, calm, and professional point of contact for internal and external stakeholders.
  
• Build and maintain organized systems across Google Workspace (Gmail, Calendar, Drive, Sheets) and Slack.
  
• Leverage AI tools such as Claude and ChatGPT to research, summarize, draft communications, and improve operational productivity while verifying data accuracy.
  
• Identify opportunities to simplify workflows and automate repetitive administrative work.
  

Requirements

• Previous experience as an Executive Assistant, Operations Assistant, Project Coordinator, or similar high-ownership support role for founders or senior executives.
  
• Broad generalist background with the ability to comfortably manage diverse and shifting tasks.
  
• Exceptional written and verbal English communication skills (Spanish fluency is a valuable asset).
  
• Strong organizational, systems-building, and project tracking abilities with high attention to detail.
  
• Proactive self-starter mindset with demonstrated ability to operate independently with minimal supervision.
  
• Direct, calm, and confident communication style when interacting with fast-moving executives and teams.
  
• High degree of discretion when handling confidential business, administrative, and personal information.
  
• Tech-savvy with proficiency in Google Workspace, Slack, and AI tools (Claude, ChatGPT).
  

Technical Skills

Experience with the following tools is highly valued:

• Google Workspace (Gmail, Calendar, Drive, Sheets)
  
• Slack
  
• AI Productivity Tools (Claude, ChatGPT)
  
• Task-tracking and project management tools
  
• Growth opportunity: Opportunity to grow with a fast-growing company and take on increasing responsibility over time.