About The Role:

The Executive Assistant at VetClaims.ai will provide high-level administrative and operational support to the executive leadership team. This role is on-site (relocation assistance will not be offered) and requires exceptional organizational skills, professionalism, and the ability to manage competing priorities in a fast-paced environment. The Executive Assistant will handle daily scheduling, communication management, meeting coordination, documentation preparation, and various administrative projects that support efficient executive operations. This position is fully in-office and plays a key role in ensuring seamless workflow and communication throughout the organization.

Key Responsibilities

Manage executive calendars, schedule meetings, and coordinate daily activities to optimize time and workflow
Serve as the primary liaison for internal and external communications on behalf of leadership
Prepare meeting agendas, summaries, reports, presentations, and necessary documentation
Maintain organized filing systems, handle confidential information, and ensure secure document management
Coordinate travel arrangements, itineraries, and logistics for leadership
Assist with planning and coordinating company events, presentations, and special projects
Track deadlines, follow-up items, and action items to ensure timely completion
Support cross-departmental communication and serve as a point of contact for staff requiring executive access
Perform general office management tasks and assist with day-to-day administrative needs
Uphold a high level of professionalism, confidentiality, and discretion in all interactions

Qualifications

3+ years of proven experience as an Executive Assistant, Administrative Assistant, or similar role
Strong communication skills, both written and verbal
Excellent organizational abilities with a high attention to detail
Ability to multitask, prioritize, and adapt quickly to changing demands
Proficiency with Google Workspace (Gmail, Calendar, Sheets, Slides, Docs) or similar tools
Professional demeanor and strong interpersonal skills
Ability to work independently while supporting team goals

Benefits

• $75 - 90,000 annually

• Medical, Dental, Vision

• 401k

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