Executive Assistant

Description

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