Executive Assistant

Orca AI is transforming the maritime industry through cutting-edge artificial intelligence. Our platform helps ships navigate more safely and efficiently by providing advanced situational awareness and decision support to bridge crews. Today, leading shipping companies around the world trust Orca AI to improve safety, optimize operations, and drive digital transformation across their fleets.

As we continue to grow globally, we're looking for a highly organized and proactive Executive Assistant to support our VP of Sales and help keep day-to-day operations running seamlessly.

About the Role -

This role is ideal for someone who thrives on organization, enjoys creating structure in fast-paced environments, and takes pride in staying one step ahead.

As the Executive Assistant to the VP of Sales, you'll be responsible for managing administrative priorities, coordinating schedules, organizing travel, and ensuring that meetings, events, and communications are planned and executed efficiently. You'll become a trusted partner who helps maximize productivity and enables the Sales organization to operate at its best.

Responsibilities

• Calendar management: ensuring it remains optimized and well-planned, with visibility and organization across the next four rolling weeks.
• Coordinate meetings with customers, partners, and internal stakeholders across multiple time zones.
• Arrange domestic and international business travel, including flights, hotels, transportation, visas (when needed), and detailed itineraries.
• Manage receipts, expense reports, and travel documentation in a timely and organized manner.
• Coordinate Quarterly Business Reviews (QBRs) and other large meetings or events, including scheduling, logistics, agendas, materials, and follow-up.
• Collect presentations, updates, and input from cross-functional teams to prepare executive meetings and customer engagements.
• Handle a variety of administrative tasks, ensuring deadlines are met and information is organized and easily accessible.
• Proactively identify scheduling conflicts and recommend improvements to maximize efficiency.
• Act as a reliable coordination point between the Executive and internal teams.

• Previous experience as an Executive Assistant or similar role.
• Exceptional organizational and time management skills with outstanding attention to detail.
• Strong ability to prioritize multiple tasks in a dynamic, fast-moving environment.
• Excellent written and verbal communication skills in English.
• Experience working directly with external client, ideally in B2B.
• High level of discretion and professionalism when handling confidential information.
• Comfortable working independently with minimal supervision.
• Strong proficiency with Google Workspace (Calendar, Gmail, Docs, Sheets, Slides) and Microsoft Office.
• Experience coordinating international travel and managing executive calendars is highly preferred.

We're looking for someone who is: 

• Highly proactive and anticipates needs before they arise. 
• Naturally organized and enjoys bringing order to complexity. 
• Resourceful, dependable, and solution-oriented. 
• Comfortable working with senior leadership and interacting with customers and partners. 
• Calm under pressure and able to adapt quickly to changing priorities.

Position Details

• Part-Time
• Monday–Friday (Morning Hours)
• Based in Athens, Greece
• Mostly Remote with Flexible Working Arrangement