Executive Personal Assistant

Liftnow; United States; Remote; USD 60,000 - 80,000; Full time

Job summary

An established industry player is seeking a proactive Executive Personal Assistant to support its executive team in a full-time remote role. This dynamic position involves managing calendars, coordinating travel, and providing administrative support to enhance efficiency. The ideal candidate will possess strong organizational and communication skills, with a proven track record in improving processes and negotiating cost-saving measures. Join a fast-growing company that values integrity and professionalism, where your contributions will directly impact the success of the executive team and the organization as a whole.

Qualifications

• 3+ years in an executive/personal assistant role supporting senior leaders.
• Strong command of Microsoft Office and familiarity with budgeting software.

Responsibilities

• Organize and prioritize calendars for two executives, coordinating meetings.
• Research and secure cost-effective travel options while managing expenses.

Skills

Microsoft Office Suite

Analytical Skills

Problem-Solving Skills

Organizational Skills

Communication Skills

Adaptability

Education

High school diploma or equivalent

Associate or bachelor’s degree in business or administration

Tools

Budgeting or accounting software

Job description

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Liftnow is a leading vehicle lift and garage equipment solution provider for the public sector. Liftnow has expanded to become the fastest growing garage equipment provider for the public sector, maintaining partnerships with over 30 best-in-class brands to offer a top-notch experience for clients throughout the United States.

Role Description

This is a full-time remote role for an Executive Personal Assistant at Liftnow. The Executive Personal Assistant will be responsible for providing personal assistance to the executive team, managing communication, administrative management, and performing clerical tasks on a day-to-day basis. This is a remote position.

Key Responsibilities

Scheduling & Calendar Management:

• Organize and prioritize the daily, weekly, and long-term calendars for two executives, coordinating internal meetings, appointments, and personal events.

Travel Coordination:

• Research and secure cost-effective travel options (airfare, hotels, ground transportation) while balancing convenience and budgetary considerations.
• Track and reconcile personal and professional invoices and expenses, ensuring timely payments.
• Identify opportunities for cost optimization, such as researching alternative vendors or negotiating better rates on recurring bills (e.g., insurance, subscriptions, and utilities).

Administrative Support:

• Draft and review correspondence, maintain organized digital and physical filing systems, and handle routine paperwork.
• Coordinate with other staff to facilitate any cross-functional projects or needs for the executives.

Process Improvement & Optimization:

• Proactively assess current administrative and financial processes, suggesting and implementing improvements to save time, reduce costs, and increase efficiency.
• Evaluate existing service providers (e.g., insurance, phone/internet, office supply vendors) and negotiate or recommend more cost-effective alternatives.

Errands & Personal Tasks:

• Oversee personal appointments, travel arrangements, event reservations, and other ad hoc errands to reduce executives’ personal workloads.

Confidentiality & Professionalism:

• Handle sensitive information with discretion and maintain the highest level of integrity.

Qualifications

• Education: High school diploma or equivalent required; associate or bachelor’s degree in business, administration, or a related field is a plus.
• Experience: 3+ years in an executive/personal assistant or similar administrative role supporting senior leaders, preferably with exposure to cost-saving initiatives.
• Technical Skills: Strong command of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook); familiarity with budgeting or accounting software is advantageous.
• Analytical & Problem-Solving Skills: Proven track record in identifying cost-saving measures, improving administrative processes, and negotiating with vendors.
• Organizational Excellence: Ability to handle multiple tasks, prioritize effectively, and maintain meticulous attention to detail in a fast-paced environment.
• Communication: Exceptional written and verbal communication skills; comfortable working internally with a variety of teams (no external client interaction).
• Adaptability: Resourceful and flexible, able to pivot quickly in response to changing priorities or last-minute requests.

Seniority level

• Mid-Senior level

Employment type

• Full-time

Job function

• Administrative

• Industries

  Automotive