Executive Assistant

Executive Assistant (EA) – Remote | Calendar, Travel & Executive Support

Position Type: Full-Time, Remote
Working Hours: U.S. Client Business Hours (Flexibility Required)

About the Role

We’re hiring a high-performing Executive Assistant (EA) to support senior leadership in a fast-paced, high-accountability environment.

This is more than a traditional admin role — you’ll act as a strategic support partner responsible for calendar management, executive communication, travel coordination, meeting preparation, and operational execution.

You’ll help executives stay focused on high-impact priorities while ensuring scheduling, follow-ups, communication, and logistics run smoothly behind the scenes.

If you’re proactive, organized, detail-oriented, and thrive in fast-moving environments — this role is built for you.

What You’ll Do

Calendar & Scheduling Management

• Manage complex executive calendars across multiple time zones
  • Coordinate meetings, calls, travel, and scheduling priorities
  • Resolve calendar conflicts and optimize executive time management
  • Use Google Calendar, Microsoft Outlook, Calendly, and scheduling tools

Executive Communication & Support

• Draft, proofread, and send professional emails and communications
  • Manage executive inboxes and prioritize important requests
  • Screen calls, messages, and meeting requests
  • Act as a liaison between executives, clients, and internal stakeholders

Meeting Preparation & Follow-Up

• Prepare agendas, briefing notes, talking points, and meeting materials
  • Gather and organize information before meetings
  • Take notes, track action items, and ensure follow-through
  • Help executives stay aligned on priorities and deadlines

Travel & Logistics Coordination

• Coordinate domestic and international travel arrangements
  • Book flights, hotels, transportation, and itineraries
  • Manage last-minute travel changes and scheduling adjustments
  • Handle expense tracking and reimbursements

Project & Administrative Support

• Track executive priorities, projects, and ongoing initiatives
  • Follow up with teams to ensure deadlines and deliverables are met
  • Conduct research and prepare reports or summaries
  • Maintain organized digital filing systems and documentation
  • Handle confidential information with professionalism and discretion

Requirements

• 3+ years of Executive Assistant or senior administrative support experience
  • Experience supporting executives in fast-paced environments
  • Strong calendar management and scheduling experience across time zones
  • Proficiency with Google Workspace and Microsoft Office
  • Strong written and verbal English communication skills
  • High attention to detail and organizational ability
  • Ability to manage confidential information professionally

Nice to Have

• Experience in startups, agencies, consulting firms, or high-growth companies
  • Familiarity with Slack, Zoom, Notion, Asana, or similar collaboration tools
  • Experience supporting multiple executives simultaneously
  • Exposure to operations, project coordination, or business support workflows

What a Typical Day Looks Like

• Review executive calendars and prepare daily briefing notes
  • Manage inboxes, scheduling requests, and executive communication
  • Coordinate meetings, agendas, and follow-ups
  • Handle travel planning and logistics management
  • Track project updates and ensure priorities move forward
  • Prepare reports, summaries, and next-day schedules

In short: you ensure executives operate with maximum efficiency, organization, and clarity.

Key Metrics (KPIs)

• Calendar accuracy and scheduling efficiency
  • Timely communication and follow-up execution
  • Executive satisfaction and operational support quality
  • Smooth travel coordination and logistics management
  • Reduction in scheduling conflicts and administrative delays

Why Join?

• High-visibility role supporting senior leadership directly
  • Opportunity to work closely with decision-makers and executives
  • Fast-paced, professional, and growth-oriented environment
  • Exposure to executive operations and business strategy
  • Growth opportunities into Operations, Project Management, or Chief of Staff pathways

Interview Process

• Initial Phone Screen

• Video Interview with Recruiter

• Practical Task (Executive briefing memo or scheduling scenario)
  • Client Interview

• Offer & Background Verification