Role Summary
We are hiring an Executive Assistant to support the Directors (Terence and Kathlyn). This role helps the Directors stay focused by owning scheduling, meeting operations, KPI tracking, and key project coordination — including major event-style projects such as Master Trader Bootcamp.
This is not a “do whatever is asked” admin role. It’s a role for someone who is organized, proactive, and can drive follow-through across teams.
Key Responsibilities
1) Planning & Calendar Management
- Manage the Directors’ calendars: scheduling, prioritization, reminders, and preparation.
- Manage the company’s master calendar for programs, trainings, workshops, and events.
- Identify clashes early and coordinate changes with stakeholders.
2) Meeting Management & Follow-Through
- Coordinate meetings end-to-end: agenda, attendees, pre-reading, and logistics.
- Ensure stakeholders are prepared before meetings.
- Track action items, owners, and deadlines; follow up until completion.
- Maintain clear meeting notes and decisions for reference.
3) KPI Tracking & Reporting
- Track organization-level KPIs by ensuring teams update their individual KPIs consistently.
- Compile and summarize KPI updates into a clear weekly/monthly report for Directors.
- Flag risks early (missed updates, slipping metrics, unclear ownership).
4) Project Coordination (Major Initiatives)
- Coordinate large projects such as the annual Symposium organization.
- Build project timelines, task lists, owner assignments, and progress tracking.
- Run project check-ins, identify bottlenecks, and escalate issues early.
5) Special Projects from the Directors
- Support and execute special initiatives initiated by the Directors to drive specific outcomes (e.g., referral improvement initiatives, key communications to students/coaches).
- Coordinate stakeholders, manage timelines, and ensure delivery quality.
Success Measures (Examples)
- Directors’ calendars are under control; fewer last-minute clashes and surprises.
- Meetings are productive with prepared stakeholders and consistent follow-through.
- KPI updates are timely and reliable; Directors get clear summaries, not messy spreadsheets.
- Major projects (e.g., Symposium) are delivered on time with minimal firefighting.
- Special projects move from idea → execution → results, not endless discussion.
Requirements
Experience
- 2–5 years in an Executive Assistant, Operations Coordinator, Project Coordinator, or similar role.
- Experience supporting senior leaders and coordinating across multiple teams.
Skills & Capabilities
- Strong organization, prioritization, and time management.
- Excellent follow-through: you track details and close loops.
- Clear written and verbal communication.
- Comfortable with basic reporting and numbers (KPIs, status summaries).
- Able to manage multiple moving parts calmly under pressure.
Nice to Have
- Experience coordinating events, training programs, or large workshops.
- Familiarity with project management tools (ClickUp or similar) and Google Workspace.
- Comfortable working with multiple stakeholders across departments.
Personal Traits We Value
- High integrity and discretion (confidentiality matters)
- Proactive — you anticipate problems before they hit the Directors
- Calm and structured under pressure
- Detail-oriented without becoming slow
- Coachable and continuously improving
Reporting Line
- Reports to: Directors (Terence and Kathlyn) / delegated manager depending on structure