Executive assistant (remote executive support)
Remote | Full-time | Executive support | U.S. business hours
Hiring for our client
Our client is seeking a highly organized and proactive executive assistant to support executive leadership and help keep day-to-day operations running smoothly. This role is ideal for someone who excels at calendar management, executive communications, meeting coordination, and administrative support in a fast-paced remote environment.
The ideal candidate is detail-oriented, dependable, resourceful, and capable of managing multiple priorities with minimal supervision.
Key responsibilities
Executive calendar management
Manage executive calendars and scheduling across multiple time zones
Coordinate meetings, appointments, and business commitments
Resolve scheduling conflicts and prioritize executive time effectively
Prepare agendas, reminders, and meeting materials
Executive communications
Manage and organize executive inboxes
Draft, edit, and proofread emails, reports, and internal communications
Coordinate communication between executives, team members, and external stakeholders
Ensure timely follow-up on action items and requests
Travel & logistics coordination
Arrange domestic and international travel when required
Coordinate flights, accommodations, transportation, and itineraries
Manage travel changes and last-minute adjustments
Track and reconcile travel-related expenses
Administrative & operational support
Prepare presentations, reports, and business documents
Organize and maintain digital files and records
Process expense reports and administrative requests
Support ongoing projects and operational initiatives
Handle ad hoc executive support tasks as needed
Meeting coordination
Schedule and coordinate virtual meetings
Prepare meeting materials and briefing documents
Take meeting notes and distribute action items
Track follow-ups and ensure accountability on key tasks
Required qualifications
2+ years of experience as an executive assistant, administrative assistant, virtual assistant, operations coordinator, or similar role
Experience supporting managers, directors, executives, or leadership teams
Strong organizational and time-management skills
Excellent written and verbal communication skills
Ability to work independently in a remote environment
High level of professionalism, reliability, and attention to detail
Preferred qualifications
Experience supporting executives in startups, agencies, professional services, or remote organizations
Experience managing multiple calendars and competing priorities
Experience coordinating meetings across international time zones
Familiarity with executive operations and project coordination
Technical skills
Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
Google Workspace (Gmail, Calendar, Docs, Sheets, Drive)
Collaboration & project management tools:
Slack
Notion
Asana
Trello
Similar platforms
Video conferencing:
Zoom
Microsoft Teams
Google Meet
What success looks like
Executive schedules remain organized and optimized
Meetings, communications, and projects are coordinated efficiently
Administrative processes run smoothly with minimal oversight
Leadership receives proactive support and timely follow-up
Priorities stay organized and deadlines are consistently met
Ideal candidate
Highly organized and detail-oriented
Reliable and accountable
Strong communicator
Resourceful problem solver
Self-motivated and proactive
Comfortable managing multiple priorities
Handles confidential information with professionalism