Executive Assistant

Job description

We are looking for a highly organised, proactive, and dependable Executive Assistant to support our leadership team and ensure smooth daily operations. This role blends executive support, office management, vendor coordination, travel arrangements, and operational assistance. The ideal candidate is resourceful, detail-oriented, and comfortable managing a wide range of responsibilities in a fast-paced environment. Responsibilities: Manage calendars, schedules, meeting coordination, and follow-ups Prioritise requests, filter information, and optimise the executives’ time Prepare meeting summaries, agendas, reminders, and documentation Oversee daily operations and organisation of the office Liaise with landlords, facility managers, maintenance providers, and cleaners Monitor office supplies, equipment, deliveries, and general workplace environment Maintain relationships with local vendors, service providers, and partners Source new providers as needed and negotiate pricing or terms Ensure quality, timeliness, and smooth cooperation with external parties Assist with planning internal events, trainings, meetings, and team gatherings Manage logistics: venues, catering, attendees, equipment, and materials Provide on-site operational support during events Arrange international and domestic travel (flights, hotels, transfers) Create accurate itineraries and ensure all documents (visas, bookings) are in order Handle concierge tasks such as restaurant reservations or special arrangements Assist with inbox management, internal communication, and documentation Support with reports, spreadsheets, presentations, and information organisation Maintain confidentiality and professional discretion at all times Requirements: Proven experience as an Executive Assistant, Operations Assistant, Office Manager, or similar role Strong organisational, coordination, and multitasking skills Experience in travel management, events, or office operations is a strong plus Excellent written and verbal communication skills Proactive, solutions-oriented mindset with high attention to detail\ Ability to prioritise and manage multiple tasks under time pressure High level of reliability, professionalism, and confidentiality Strong interpersonal skills and ability to work with various stakeholders Comfortable with Google Workspace (Calendar, Sheets, Docs, Drive) Able to create and manage basic reports, schedules, and documentation\ Familiar with communication tools such as Slack, WhatsApp, and email Bonus if you have: Valid driver’s license Experience handling deliveries, logistics, or in-person operational tasks What we offer: Friendly and supportive colleagues Health insurance after the probation period ends Diverse opportunities for professional growth and career development Possibility to take part in international conferences and online courses Extensive benefits package Birthday day off "Refer a friend" bonus Corporate events Business travel opportunities Modern, ergonomic, and pet-friendly office in the city center (Riga, Latvia)