Executive Assistant (Virtual)

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!

The Executive Assistant (EA) acts as a high-level strategic partner and true extension of the C-level Executive, driving operational efficiency and materially increasing executive capacity. The ideal candidate creates capacity through complete ownership, sound judgment, proactive anticipation, discretion, and exceptional follow-through. This role requires an individual who thrives in managing complex professional and personal schedules, high email/meeting volumes, and multiple shifting priorities without requiring detailed step-by-step direction.

Duties and Responsibilities:

Complex Calendar & Capacity Management

• Genuinely own and manage the executive's complex professional calendar across multiple time zones, building in necessary buffers, travel time, and dedicated focus blocks.

• Look ahead 4 to 6 weeks to proactively resolve scheduling conflicts, prioritize high-value commitments, and propose scheduling solutions directly.

• Seamlessly integrate professional obligations with personal constraints to ensure an accurate and realistic daily schedule.

• Minimize executive involvement in negotiating meeting times or coordinating availability.

Executive Organization & Information Retrieval

• Eliminate downtime by organizing and serving up prior meeting notes, emails, documents, agendas, action items, and background information prior to every key commitment.

• Maintain a central, easily searchable system for executive files, links, meeting archives, and project context.

Action Item Tracking & Loop Closure

• Systematically convert casual instructions, verbal notes, and delegated tasks into clear action items, ensuring end-to-end follow-up through completion.

• Serve as the organizational "backstop" to ensure recurring 1:1 meetings occur, deadlines are met, promised information is retrieved, and delegated responsibilities are tracked.

• Recognize when executive commitments are exceeding capacity and take proactive steps to protect schedule sustainability.

Inbox & Communication Management

• Screen, triage, and manage executive communications; determine items requiring direct executive attention vs. those that can be handled, delegated, routed, or politely declined.

• Draft professional correspondence and responses on behalf of the executive to conserve attention on non-critical items.

Travel & Logistics Coordination

• Oversee all travel booking, itinerary planning, and administrative logistics for frequent business travel.

• Compile comprehensive travel itineraries containing flight details, hotel information, ground transportation, locations, meeting details, and confirmations into the master calendar.

Personal & Domestic Operations Integration

• Maintain ongoing alignment with the House Manager to coordinate professional commitments with personal schedules, travel logistics, transportation, and home coverage.

Qualifications:

• Experience: Proven 3-5 years of experience supporting C-level executives, Presidents, CEOs, or business leaders in a high-volume environment.

• Calendar Management: Master-level ability to manage complex schedules across time zones.

• Communication: Exceptional written and spoken English skills with confidence communicating across internal and external executive stakeholders.

• Autonomy & Problem Solving: Proactive, anticipatory working style with the ability to operate effectively with incomplete direction and ambiguity.

• Technical Skills:

  1. Advanced proficiency in the Microsoft 365 suite (Outlook, Teams, OneDrive, SharePoint, Word, Excel, and OneNote).

  2. High fluency and comfort using company-approved AI tools for research, summarization, drafting, workflow automation, and information organization while maintaining data accuracy and security.

• Discretion: Absolute commitment to confidentiality, protecting sensitive corporate, financial, strategic, and personal information.

• Must be willing to work flexible US Central Time Zone hours while working with employees in other time zones.