[Remote] Executive Administrative Assistant

Note: The job is a remote job and is open to candidates in USA. ILM Professional Services, Inc. is dedicated to crafting solutions that transform businesses and lives. They are seeking an Executive Administrative Assistant to support the President by managing calendars, coordinating sales operations, and ensuring efficient communication across various departments.ResponsibilitiesOwn the President’s calendar, email triage, and daily priorities; proactively protect focustime and reduce context switchingRun a weekly planning cadence: align priorities, define outcomes, and publish a simpleweekly plan (Top 5 priorities, key meetings, deadlines)Prepare the President for 1:1s and key meetings: confirm objectives, create agendas, gather pre-reads, and ensure decisions are capturedExtract tasks and commitments from conversations and convert them into organized action lists with owners, deadlines, reminders, and follow-upsMaintain a real-time executive task dashboard (daily/weekly) that gives visibility to what is in progress, what is blocked, and what is nextDrive closure: ensure open loops are completed or consciously deprioritizedSchedule client meetings and interviews, including calendar invites, agendas, reminders, and logistics (including lunch reservations when needed)Maintain sales hygiene in CRM: enter deal details, notes, next steps, owners, due dates, and follow-up tasks within 24 hours of activityPost-meeting follow-through: organize recordings, summarize outcomes, document action items, and ensure next meetings are scheduledManage contract workflows: send contracts via DocuSign, track signatures, store executed contracts in SharePoint, and maintain a contract/extension trackerProactively manage extensions: trigger reminders and coordinate internal follow-up at least 6 weeks prior to contract end datesSupport relationship-building efforts such as client gifts and holiday outreach by researching preferences and coordinating deliveryCoordinate recurring employee 1:1s with the President; send agendas, reminders, and pre work prompts to drive productive conversationsCapture notes and distribute clear action items after 1:1s (owners, deadlines, follow-ups)Maintain the President’s direct-report task tracker and ensure weekly follow-throughCoordinate internal meetings: weekly leadership cadence, Scrum notes distribution, and twice-yearly all-company meetingsDraft executive communications as requested (anniversary messages, year-end updates, employee recognition)Coordinate employee appreciation and gifting initiativesSkills2+ years of high-ownership Personal Assistant in a small business environmentDemonstrated experience building structure for an unstructured environment: weekly planning, action tracking, and follow-up disciplineExperience supporting Sales operations and CRM hygieneExperience coordinating across departments (Sales, Marketing, Technology, HR/Recruiting)Extreme organization and follow-through: you create clarity, set cadence, and close loopsStrong written communication: crisp agendas, meeting notes, and executive-ready summariesMeeting and calendar mastery: you anticipate conflicts, sequence priorities, and protect focus timeOperational judgment and discretion: you handle sensitive information with integrity and professionalismSystem builder mindset: you design lightweight processes that reduce chaos and increase throughputProactive ownership: you do not wait to be told; you identify what is missing and take actionProficiency with Microsoft 365 (Outlook, Word, Excel, Teams) and SharePointComfort with DocuSign (or equivalent e-signature tools)Comfort with AI tools for summarization and drafting (e.g., meeting transcript cleanup) while maintaining confidentiality standardsAbility to work in a fast-changing environment, manage multiple threads, and maintain calm execution under pressureExposure to professional services, consulting, software/technology, or technical teamsCompany OverviewILM Professional Services is an information technology company that offers web and mobile applications. It was founded in 2002, and is headquartered in Edina, Missouri, USA, with a workforce of 11-50 employees. Its website is http://ilmservice.com.