Ontra Executive Assistant at Ontra supporting the CEO by managing calendar, coordinating complex travel, and handling professional and personal priorities with discretion. Serve as a trusted point of contact between the CEO and key stakeholders.
Responsibilities
Ontra is seeking an Executive Assistant to support our CEO. This role will report directly to the Manager, Executive Operations.
We're looking for someone excited to manage a fast-moving executive calendar, coordinate complex domestic and international travel, serve as a trusted point of contact between our CEO and key stakeholders, and juggle a mix of professional and personal priorities with polish, discretion, and enthusiasm.
If you have exceptional multitasking abilities, strong communication skills, and the capacity to handle confidential information with integrity and discretion, we'd love to get to know you.
Calendar Management: Own the CEO's daily calendar, scheduling meetings and appointments, resolving conflicts, preparing meeting materials, and ensuring all attendees are up-to-speed.
Travel Coordination: Coordinate and arrange all professional and personal travel, including hotels, transportation, meal coordination, meeting logistics, and group activity planning for domestic and international destinations.
Administrative Duties: Manage additional administrative duties, including running errands, planning social events, booking appointments, expenses, and other everyday tasks required to free up capacity for the executive.
Personal Assistant Duties: Manage a broad scope of personal projects for Ontra's CEO, including home and car maintenance, vacation research and booking, party planning, and vendor coordination.
Relationship Building: Nurture personal and professional relationships and serve as a primary point of contact between the CEO and his internal and external networks through thoughtful, professional, and timely communications and gifting.
Correspondence: Handle all correspondence, emails, and phone calls, responding on behalf of the CEO when necessary and ensuring appropriate follow up to enhance efficiency and improve responsiveness.
Prioritize Requests: Organize and prioritize incoming requests and information, delegating when appropriate and ensuring tasks are completed efficiently.
Research Projects: Conduct research, compile data, and prepare reports or presentations as required by the executive.
AI-Enabled Workflows: Leverage AI tools to streamline and automate recurring work such as inbox triage, meeting prep, travel itineraries, and research, freeing up time for high-judgment, high-touch support.
