Executive Assistant

About Us

Full Potential Solutions (FPS) is a performance-based, analytically driven omnichannel solutions organization with operations in Waltham, MA, Chennai, India, Bogota, Colombia, and Manila, Philippines that puts culture and employees first. We are a rapidly growing global company, employing the best people, processes, and proprietary technology to deliver groundbreaking solutions for our clients and fulfilling careers for our employees.

We invest in our people and put culture first because we believe that happy, fulfilled teams deliver breakthrough results. FPS offers a competitive suite of benefits for our employees, including a lucrative compensation program, medical, dental, and vision benefits, and the opportunity for high-potential career growth with a fast-growing company.

Our Core Values:

- Integrity - Do what’s right for everyone: clients, shareholders, partners & colleagues, TEAM is more important than self, and create an atmosphere of mutual respect
- Excellence - Deliver exceptional client results, Reward and recognize performance, and Relentless pursuit of improvement
- Accountability - Act like an owner, take pride in our work, Measure results (your own and our clients), Be passionate
- Grace - Respect and appreciate differences, Care for one another, Humility, Make work personal

Our Mission : To create conditions within which people can thrive!

We are seeking an Executive Assistant who will be responsible for a wide variety of administrative duties in support of executives. Candidates must have excellent professional communication skills (both written and oral), attention to detail, and a proactive mindset. The dynamic nature of this role requires that the ideal candidate possess exemplary time management skills and the ability to identify and anticipate the executive's needs. This role must interact seamlessly and with a professional demeanor across a broad range of stakeholders. This is an exciting, challenging, and highly visible role in an exciting entrepreneurial environment.

Duties and Responsibilities:

Calendar Management

- The EA must genuinely own client's calendar, including complex scheduling, time zones, travel time, meeting buffers, changes, conflicts, focus time, and advance planning. The EA should understand which meetings deserve my time and bring me solutions rather than asking me to solve scheduling problems.
- Looking ahead 4-6 weeks, not only at the current week while integrating professional commitments with personal constraints that affect availability, and should rarely negotiate meeting times.

Executive Organization and Information Retrieval

- The EA should make prior notes, emails, documents, open actions, agendas, and relevant background immediately accessible.

Follow-Through and Closing Loops

- The EA should naturally converts comments such as “do not let me lose track of this,” “find out what happened,” or “someone was supposed to send me something” into action. The EA should research, follow up, coordinate, schedule, track, and close the loop without requiring the client to remember it again.

Inbox and Communication Management

- The EA should help determine what requires attention, what can be handled on client's behalf, what should be routed elsewhere, what needs follow-up, what can wait, and what can be politely declined. The objective is to reduce the executive attention consumed by matters that do not require the client.

Coordination With House Manager

- The relationship between the two roles is critical. They must coordinate weekly to integrate my professional calendar with personal commitments, appointments, travel, transportation, and household coverage.

Travel

- The EA should own the administrative and logistical side of travel. The client's calendar should contain the information they need to move through a trip without searching through email for flights, hotels, addresses, meetings, transportation, or confirmations.

AI and Technology

- The candidate should be comfortable using company-approved AI tools to improve research, summarization, meeting preparation, drafting, information organization, administrative workflows, and automation. AI output must be reviewed with human judgment. Efficiency must never come at the expense of accuracy, confidentiality, privacy, or information security.
- Strong proficiency with Microsoft 365 is important, particularly Outlook, Teams, OneDrive, SharePoint, Word, Excel, and OneNote.

Confidentiality and Discretion

- This is non-negotiable. The EA will have access to significant confidential company information and private information regarding the client's schedule and personal life. The EA is someone with the maturity to understand that access to information does not mean permission to share it.

Qualifications:

- Bachelor's degree preferred.
- 3 to 8+ years of experience supporting C-Level executives.
- Self-starter with a strong work ethic who is proactive with their work.
- Excellent written and verbal communication skills, with the ability to communicate effectively in a professional setting.
- Strong AI fluency.
- Proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint, SharePoint) and Adobe Acrobat.
- Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
- Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer service.
- Demonstrated ability to achieve high-performance goals and meet deadlines in a fast-paced environment.
- Must be willing to work flexible US Central Time Zone hours while working with employees in other time zones.