Executive Assistant

Executive assistant (remote executive support)

Remote | Full-time | Executive support | U.S. business hours

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