Executive Assistant US-Based Part Time

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Executive Assistant

Wing is on the exciting mission of redefining the future of work for companies worldwide! We are looking to be the one-stop shop for companies that are looking to build world-class teams & place their operations on autopilot.

Key Responsibilities:

• Manage and organize emails, messages, and Microsoft Teams chats, creating prioritized task lists for the executive
• Gather context and information before escalating matters to Linda, filtering urgency and importance appropriately
• Follow up with staff and clients on behalf of the executive to reduce interruptions and maintain workflow efficiency
• Attend important client meetings, take notes/transcripts, capture action items, and relay relevant updates to programmers and staff
• Summarize only critical information and updates that Linda actually needs to know
• Track client requests, project progress, equipment/orders, pending fixes, and follow-ups
• Monitor Jira ticket updates and coordinate with staff through Microsoft Teams to provide internal client updates
• Escalate concerns and issues only when necessary
• Provide executive assistance support, including reminders, calendar awareness, prioritization, and helping determine which meetings require executive attention
• Help protect the executive’s time through critical thinking, organization, and proactive decision-making

Qualifications:

• 5+ years of related experience
• Strong organizational and multitasking skills in a fast-paced environment
• Excellent written and verbal communication skills
• Strong customer service mindset with experience handling staff and client communications
• Proven ability to work independently and think critically
• Good judgment with the ability to prioritize urgency and importance
• Proactive, self-managing, and highly organized
• Experience attending meetings, taking notes, and tracking follow-ups/action items
• Strong English proficiency (reading, writing, and speaking with a neutral accent)
• Ability to create boundaries and help protect executive bandwidth
• Experience working in fast-paced work environments
• Schedule flexibility to occasionally attend important meetings as needed
• Software Tools and Platforms Experience Required: Microsoft Teams (Intermediate Level)
• Software Tools and Platforms Client Willing to Train: JIRA (for checking ticket updates and project status)
• Mailchimp
• ClickUp
• Chatwoot
• Company-specific processes and workflows
• Industry-specific terminology (road maintenance, snow plows, weather-related equipment)
• Internal communication protocols and staff relationships
• Technical Requirements: USB Headset with Noise Cancellation feature
• Working Webcam
• Computer with at least 1.8 GHz processor and at least 4GB RAM
• Main Internet Service Speed: at least 25 Mbps cable connection
• Backup Internet Service Speed: at least 10 Mbps