Executive Assistant (3+ Years)

Datawens Technologies; United States; Remote; USD 70,000 - 100,000; Full time

Job summary

Datawens Technologies seeks an experienced Executive Assistant to support the CEO. The role encompasses calendar and inbox management, drafting communications, coordinating cross‑functional projects, and handling travel logistics with discretion and professionalism.

The ideal candidate is proactive, highly collaborative, and skilled at maintaining confidentiality while upholding the company’s brand and values in all interactions.

Qualifications

• 3+ years of experience supporting C-suite executives.
• Exceptional writing and verbal communication.
• Proficiency with Google Workspace, Slack, Trello, and PM tools.
• Proactive approach with anticipation of needs.

Responsibilities

• Calendar & Inbox Management; proactively manage a complex calendar and protect CEO time.
• Communication liaison; draft emails, reports, and presentations with a warm, professional tone.
• Project coordination; track projects and gather updates across departments.
• Logistics, travel & personal matters; arrange end-to-end travel and meetings.
• Confidentiality & trust; handle sensitive information discreetly.
• Process improvement; identify bottlenecks and suggest improvements.
• Brand and values champion; maintain a warm, inclusive atmosphere for colleagues and clients.
• Procurement of supplies and oversight of inventory; timely ordering and spend control.

Skills

Executive support

Communication skills

Proactive mindset

Time management

Tools

Google Workspace

Slack

Trello

Job description

Duties and Responsibilities:

• Calendar & Inbox Management; Proactively manage a complex calendar, prioritizing meetings that align with company goals while protecting the CEOs time for deep work.
• Communication Liaison; Act as the primary point of contact for internal and external stakeholders. You will draft emails, reports, and presentations that reflect our warm and professional tone. Written communications using slack and email are generally preferred, however phone communications are sometimes required. Ensure timely responses over email, text, online messages and phone.
• Project Coordination; Track projects to ensure deadlines are met. Collaborate across departments to gather updates and facilitate teamwork.
• Logistics, Travel & Personal matters; Organize end-to-end travel arrangements, travel time, meetings and make payment arrangements as needed.
• Confidentiality & Trust; Handle sensitive information with absolute discretion, maintaining the high level of transparency and trust our team relies on while safeguarding confidential information.
• Process Improvement; Identify bottlenecks in executive workflows and suggest "Constant Improvement" solutions to increase efficiency.
• Brand and Values Champion; Maintain a warm, inclusive and professional atmosphere for our colleagues and clients.

Procurement of Supplies and Oversight of Inventory:

• Timely ordering of supplies and management of inventory for studios.
• Regularly communicate with the team to ensure sufficient supplies for smooth operations.
• Approve the ordering of necessary goods and services.
• Finalize purchase details of orders and deliveries.
• Track and report key functional metrics to reduce expenses and improve effectiveness.
• Following and enforcing company objectives, policies and procedures.
• Phone and email communications with suppliers are occasionally required.
• Collaborate with your colleagues to ensure clarity of the specifications and expectations.
• Control spend and build a culture of long-term saving on procurement costs.

Requirements:

• Experienced; You have 3+ years of experience supporting C-suite executives.
• Master Communicator; You possess exceptional writing and verbal skills. You can be firm when necessary but always remain kind.
• Tech-Savvy; You are proficient with Google Workspace, Slack, Trello and other modern project management tools.
• Proactive; You dont wait for instructions; you anticipate needs before they arise.