Executive Assistant - Operations track

Role OverviewBright Magenta is seeking a highly organized and execution focused Executive Assistant to support the Founder & Executive Director and contribute to operational coordination across projects.This position combines executive support, event coordination, supplier management, structured research, documentation control, and cross team follow up. The role is designed to evolve into an operations leadership position based on performance.Key ResponsibilitiesExecutive Support & ExecutionManage daily task tracking and coordination for the FounderEnsure directives are clearly communicated and properly implemented by the teamFollow up consistently on deadlines, deliverables, and execution standardsMaintain structured digital filing systems and organized documentationOperations & Event CoordinationSupport planning and coordination of event logistics and production requirementsSource, evaluate, and compare suppliers and vendorsAssist in negotiation processes and quotation comparisonsCoordinate internally with technical, production, and operations teamsResearch & IntelligenceConduct structured research across suppliers, venues, regulations, equipment, and strategic topicsExtract relevant, decision ready information from large data setsPresent findings in clear, concise formats for reviewPresentations & DocumentationPrepare professional presentations and client ready quotationsDraft and proofread emails, proposals, and official communicationsReview documents for clarity, consistency, and accuracyFinancial & Administrative CoordinationCoordinate with accounting on invoicing follow ups and documentationTrack payment statuses and supplier commitmentsMaintain organized cost comparison sheets and financial summariesMarketing & Project Follow UpCoordinate uploading of project videos and content to social media platformsFollow up with media teams to collect and archive project assetsEnsure proper documentation and archiving of completed projectsAI & Digital ToolsUtilize AI tools to enhance research, drafting, and workflow efficiencySupport implementation of systems that streamline recurring processesRequirementsStrong organizational and time management capabilityAbility to manage multiple priorities in a fast paced environmentClear communication and negotiation skillsAdvanced research ability with analytical thinkingHigh attention to detail, especially in proofreading and documentationProficiency in presentation software and digital productivity toolsComfortable using AI tools as part of daily workflowHigh level of discretion, ownership, and reliabilityGrowth PathThis is an Operations Track role.Based on performance, ownership, and leadership capability, the position may transition into a formal operations leadership role within the company.Minimum Qualification StandardThis role requires strong independent thinking and execution ability. Applicants must demonstrate structured research skills, professional written communication, and the ability to organize complex information clearly. Candidates who require constant supervision, struggle with deadlines, or lack attention to detail will not be suitable for this position. Experience supporting senior leadership, coordinating multiple stakeholders, or working within fast-paced operational environments is strongly preferred.#J-18808-Ljbffr