Executive Assistant Position Available In Madison, Mississippi

Executive Assistant Heaven’s Reflection Nanny Agency Ridgeland, MS Job Details Full-time From $50,000 a year 3 hours ago Benefits Travel reimbursement Paid holidays Health insurance Dental insurance Paid time off Vision insurance Professional development assistance Qualifications Microsoft Powerpoint Correspondence management Teamwork Trello Project coordination Executive administrative support Mid-level Microsoft Office High school diploma or GED Driver’s License Bachelor’s degree Attention to detail Task prioritization Calendar management Organizational skills Empathy Appointment scheduling Phone call management Delegation Meeting agenda preparation Personal assistant experience File organization Time management Travel planning Full Job Description Calvin Wells (EXECUTIVE

ASSISTANT

) Full-Time Executive Assistant Needed We are seeking an exceptional Executive Assistant for a visionary leader who deeply values their team, prioritizes growth, invests in those they lead, and is committed to building a working relationship rooted in trust, respect, and mutual support. They don’t just value the role. They value the person in it. This is a truly standout opportunity for someone who finds joy in creating clarity, anticipating needs, and making things run beautifully behind the scenes. If you’re someone with natural warmth, a forward-thinking mindset, and a love for bringing order and excellence to the lives of others, this role was made for you. You’ll be stepping into a trusted, high-impact role where you’ll serve as the Executive’s right hand. Whether you’re an experienced Executive Assistant or you’re someone stepping into this role for the first time, what matters most is who you are. You bring joy into the room. You listen well. You think ahead. You lead with humility, and you show up with excellence. The ideal candidate for this position is someone with exceptional interpersonal skills and emotional intelligence. You understand how to read a room, how to anticipate unspoken needs, and how to represent an Executive with both professionalism and grace. You’re solution-oriented, unflappable under pressure, and energized by creating structure in dynamic environments. If you’re looking for more than just your next job, and you want a role where your presence is valued, where you’ll be empowered, encouraged, and invited to grow, this position may be the perfect fit for you. •

APPLICATIONS ON INDEED ARE NOT REVIEWED, PLEASE APPLY AT

https://heavensreflection.enginehire.io/application-form/202/4350

Position Details:

Location :

Ridgeland, MS /

On-Site Start Date:

Immediate Hire Position Type:

Full-Time, Salaried Working Schedule:

Full-time with a general schedule of Monday through Friday from 8:00 AM to 5:00 PM.

Please Note:

•This role will require both domestic and international travel. Candidates must be willing and able to travel with the executive as needed, including multi-leg trips, and varying time zones. Flexibility and readiness to travel are essential for success in this position.

Compensation:

Starting at 50,000+ annually commensurate with experience.

Benefits :

2 weeks PTO, paid holidays, full healthcare benefits, work vehicle, travel & dining stipends, and up to a 25% performance-based annual bonus.

Job Responsibilities:

Managing complex executive calendars, scheduling internal and external meetings, and coordinating across time zones with minimal oversight Acting as the primary gatekeeper and liaison between the executive and all internal/external stakeholders, maintaining professionalism and discretion at all times Screening, prioritizing, and drafting executive correspondence, emails, memos, and communication on behalf of the executive Preparing meeting agendas, detailed briefings, supporting documents, and follow-up notes for executive meetings, presentations, and engagements Arranging comprehensive travel itineraries (domestic and international), including flights, accommodations, ground transportation, and contingency plans Managing executive expense reports, receipts, reimbursements, and budget tracking in collaboration with finance team Coordinating logistics for leadership meetings, board meetings, team retreats, and special events Anticipating executive needs and resolving scheduling conflicts or logistical issues proactively and efficiently Maintaining organized systems for digital files, contracts, internal documents, and SOPs across platforms like Google Drive or Dropbox Supporting special projects, cross-functional initiatives, and confidential assignments as requested by the executive Managing confidential HR coordination including hiring support, onboarding/offboarding tasks, and performance review prep Building and maintaining trusted relationships with key clients, partners, vendors, and internal team members Executing thoughtful personal and professional gifting (corporate, holidays, recognition) with precision and creativity Protecting executive time by enforcing calendar “guardrails” for strategy, deep work, and personal balance Coordinating annual renewals for subscriptions, memberships, certifications, and business tools Supporting internal team culture through light event planning, recognition initiatives, and milestone tracking Assisting with social media or brand presence support (bios, panels, scheduling, PR outreach) when applicable Exercising complete discretion in handling sensitive information, personnel updates, and confidential discussions Managing executive task lists, priorities, and project deadlines using task management platforms like Asana, Trello, or ClickUp Communicating effectively on behalf of the executive across all mediums—verbal, written, digital, and interpersonal Supporting business development efforts with follow-ups, contact management, and light CRM data entry Managing complex executive calendars with precision, including internal meetings, external appointments, and personal engagements across multiple time zones Proactively identifying scheduling conflicts and reprioritizing as needed to protect executive time and energy Serving as a professional liaison between the executive and clients, team members, vendors, and key stakeholders Managing and drafting clear, concise, and professional correspondence, emails, and communications on behalf of the executive Coordinating in-depth travel logistics, including multi-leg international and domestic trips with detailed itineraries, travel documents, preferred accommodations, and contingency plans Preparing comprehensive travel packets for executives with agendas, confirmations, local details, weather updates, and contact sheets Tracking frequent flyer programs, corporate memberships, and passport renewals to ensure executive travel readiness Managing and reconciling executive expenses, receipts, reimbursements, and monthly reporting in alignment with budget guidelines Overseeing errands and personal tasks that support the executive’s productivity, including gift purchases, or schedule coordination Planning and executing internal team events, leadership retreats, client dinners, and corporate off-sites from concept to completion Sourcing and managing vendor contracts, event venues, catering, AV needs, and RSVP tracking Executing personalized and timely executive gifting for clients, holidays, milestones, or recognition moments Coordinating office or home deliveries, personal appointments, and high-touch details with professionalism and care Upholding the executive’s personal brand and reputation through attention to detail, polished preparation, and presentation support Preparing meeting agendas, talking points, bios, and supporting materials to ensure the executive is informed and confident Supporting CRM management and business development follow-ups, keeping relationship touchpoints organized and up to date Maintaining digital and physical filing systems for contracts, SOPs, confidential documents, and business records Tracking deadlines, milestones, and project goals while managing executive to-do lists and strategic priorities Creating internal SOPs or playbooks to streamline recurring processes and increase efficiency Acting as the executive’s “eyes and ears” to anticipate needs, flag opportunities, and minimize friction in their daily workflow Coordinating with HR or operations for new hire onboarding, offboarding, and internal communications as needed Monitoring and handling confidential matters related to personnel, performance, and compensation with utmost discretion Preparing polished decks, memos, presentations, and internal updates using Microsoft Teams, PowerPoint or Google Slides Providing meeting follow-up by capturing notes, delegating tasks, and tracking completion timelines Representing the executive with warmth, professionalism, and tact in all internal and external interactions Managing special assignments, one-off projects, and high-priority initiatives as needed by the executive Ensuring the executive is well-prepared, well-supported, and consistently positioned for success in every setting

Qualifications:

Legal eligibility to work in the United States 18 years of age or older Fluent in English High School Diploma or equivalent Bachelor’s Degree (Preferred, but not required) Valid Driver’s license and safe driving record Valid Auto Insurance Must have a reliable personal vehicle Pass screenings, which include reference verifications, and criminal and motor vehicle driving record background checks 3+ years of experience as an Executive Assistant or in a high-level administrative support role (Preferred, but not required) Proven experience supporting C-suite or senior executives in fast-paced, high-demand environments Must have a minimum of 2-3 professional references Advanced proficiency in Microsoft Office Suite and Google Workspace Proficient in Microsoft Teams and other virtual meeting platforms (e.g., Google Meet, Zoom, Webex) Familiarity with CRM platforms (e.g., Salesforce, HubSpot) Physical ability to perform the duties associated with the role Demonstrated discretion, judgment, and professionalism in handling confidential information Strong organizational skills with the ability to multitask, adapt quickly, and manage shifting priorities High emotional intelligence and the ability to work with various personality types and leadership styles Strong problem-solving and decision-making skills with a proactive mindset Reliable transportation and a valid driver’s license for local errands or off-site support as needed Willingness and ability to travel both domestically and internationally as needed Ability to represent the executive and company with excellence in both internal and external interactions Strong attention to detail, time management, and follow-through on complex projects Ability to self-manage and take initiative without needing constant supervision Committed to maintaining a high standard of excellence, professionalism, and confidentiality at all times

Job Type:

Full-time Pay:

From $50,000.00 per year

Benefits:

Dental insurance Health insurance Paid time off Professional development assistance Vision insurance

Schedule:

8 hour shift Day shift Monday to

Friday Work Location:

In person