Executive Secretary for Appointments & Vendors

I’m looking for a sharp, detail-oriented executive secretary who can immediately take charge of two key functions: keeping my calendar filled with the right client meetings and maintaining an up-to-date database of our suppliers.

On the scheduling side, your priority will be to secure and confirm client meetings, handle any rescheduling requests, and make sure all the relevant details—agenda, location or video link, supporting documents—are sent out in advance. I rely on Google Workspace and Outlook, so you’ll need to be comfortable jumping straight into those tools.

For vendor management, you’ll own our supplier list. That means verifying contact information, tracking contract dates, and flagging me when renewals, price reviews, or performance check-ins are coming up. A clean, well-structured spreadsheet or a simple Airtable base is fine as long as it’s accurate and easy to navigate.

This work is needed ASAP, so please be ready to start right after we agree terms. I’ll measure success by having a conflict-free calendar, prompt reminders ahead of every client meeting, and a supplier file I can reference without second-guessing its accuracy.

If you’re proactive, responsive, and comfortable working with minimal direction once goals are clear, I’d love to hear how quickly you can get started.