Executive Assistant

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)