About The Position ;Tech-Keys is seeking an experienced Executive Assistant to support our VP of Operations. This is not a back-office administrative role. The VP’s work is client-facing, which means the things that fall through the ;cracks ;land on a client, not just on someone internal. You are the first line of defense against that. ;The job is holding threads open. Acknowledging clients inside the hour, chasing named people until they ;actually answer, and making sure a date somebody committed to is a date that arrives. ;You will own the calendar, the follow-ups, the meeting minutes, the renewal deadlines and the document mechanics, so the VP can spend his time on the conversations only he can have. ;The bar for this role ;Work ;that comes to this desk ;gets ;finished. No reminders needed, no chasing for a status, and when something is at ;risk ;it gets raised early rather than discovered late. That is the whole standard, and it is a high one. ;The role works best a step ahead of the week rather than a step behind it. Planning for what is coming, having things ready before they are needed, and keeping enough of the picture in view to see problems while they are still small. Holding the VP to his own deadlines is part of that, and it is welcome here rather than out of line. ;You do not need to ;have held ;this exact title before. If you have been the person who keeps a busy front desk, ;practice ;or office running, who owns other people’s calendars and remembers what everyone is waiting on, the skills carry over directly. We will train you ;on ;the rest. What we cannot train is being organized by nature and being comfortable with people. ;If you are the kind of person who keeps a list nobody asked you to keep, and who is genuinely unbothered about asking a busy person for an answer a third time, you will do well here. ;What ;You’ll ;Do ;Message triage and first response ;Provide the first response on incoming client communication so nothing sits in silence: acknowledge it, set an expectation, and route it to whoever can ;actually answer ;Serve as the single point of contact for clients who have asked that all communication and scheduling route through one desk ;Close the written loop after something has been handled by phone, so the thread does not sit ;open ;and the client has the paper trail they expect ;Take first-line complaints, log them, and surface the pattern rather than the individual incident ;Follow-up and chase ;Chase open items until a named person confirms completion, not just until they reply ;Run the unpaid invoice loop end to ;end: ;forward ;it, confirm the account manager has contacted the client, verify the Controller was copied, and close it only on confirmed payment ;Track unanswered client questions and draft holding replies for the VP’s review ;Track what is owed by internal owners and prepare the nudge ;Scheduling and calendar defense ;Own the VP’s calendar, negotiating times directly with clients rather than routing every ;option ;back through him ;Set up and issue Bookings links for named client contacts ;Book and ;maintain ;the internal cadence: monthly syncs, quarterly ;reviews ;and recurring strategy meetings ;Own client meeting and demo ;logistics ;end to ;end: ;invite, agenda, attendee list, reminder ;Watch the day live and rescue what comes next when a meeting runs over: notify, rebook, and collect the notes ;Meeting prep, ;minutes ;and recaps ;Produce and circulate summary minutes after every client meeting, same day ;Send the documents, credentials and action-item recaps clients ask for after a call ;Assemble recurring client updates from tickets, ;orders ;and open items for the VP to review and send ;Brief the VP ahead of calls so he walks in with the full picture already in front of him ;Renewals, ;expiries ;and recurring reports ;Own the renewal, ;domain ;and certificate expiry calendar, renewing or escalating on the notice ;Make sure no renewal or expiry reaches its respond-by date without a named owner ;Clear auto-assigned and duplicate tickets off the VP’s name, and get a real owner onto the ones that are not duplicates ;Receive recurring billing and licensing reports, complete the first pass, and route them ;Pull and assemble recurring internal reports so the deliverable lands on the VP’s desk already built ;Document, quote and e-signature administration ;Drive signed agreements through their mechanical steps: into e-signature, out, chased, filed ;Retrieve and send the correct contract documents during client onboardings ;Verify the inputs on a quote before it goes out, including checking it against what the client has already paid ;Team cadence and coverage ;Reroute open threads when someone is out, so approvals do not stall on an out-of-office ;Hand tickets that land on the VP to the right account manager and confirm they picked it up ;Build 1:1 and quarterly prep packs: stats, running log, open items ;Run hiring administration: job ads, applicant workflow, interview ;scheduling ;and candidate review ;logistics ;Data hygiene ;Take the first pass on negative client survey scores, ;establishing ;what ;actually happened ;before anyone escalates ;Keep recurring reconciliations current instead of rediscovering drift months later ;Expected Outcomes ;At ;90 days, success in this role looks like: ;No client waits more than one business day for an acknowledgement ;No renewal or expiry reaches its respond-by date without a named owner ;Minutes go out the same day for every client meeting ;Anything handed to this role comes back done, without a reminder ;Problems surface early, while there is still time to do something about them ;What This Role Is Not ;We are explicit about the boundary, because half the value of this role is knowing exactly when to stop and hand back. ;You draft external communication. The VP sends it ;Anything going to the CEO or President is prepared by you and sent by him ;Pricing and commercial decisions are not yours to make ;Performance conversations, quarterly ;reviews ;and ratings stay with the VP ;Escalations where a client relationship is at risk go straight to him ;You route technical questions. You do not ;attempt ;to answer them ;One rule worth ;stating ;up front: before you flag something as a dropped ball, check across channels. A great deal of the work here happens on the phone or in person, and a thread that looks unanswered has often already been handled.