Job Description

Executive Assistant (EA) – Remote | U.S. Hours | 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 to support senior leadership in a fast-paced, high-accountability environment.

This is not a basic admin role .

You’ll act as a gatekeeper, operator, and strategic partner — ensuring executives stay focused on high-impact work while you handle execution, coordination, and communication.

If you’re someone who anticipates needs, solves problems before they happen, and thrives under pressure , this role puts you at the center of decision-making.

What You’ll Own

Calendar & Scheduling Management

• Manage complex executive calendars across multiple time zones
• Prioritize requests, resolve conflicts, and optimize time usage
• Coordinate meetings using:
• Google Calendar
• Microsoft Outlook
• Ensure executives are always prepared and never double-booked

Communication & Executive Support

• Draft, edit, and send professional emails and memos
• Screen inbox, calls, and requests — escalate only what matters
• Act as a liaison between executives, clients, and internal teams
• Maintain clear, professional communication across stakeholders

Meeting Preparation & Follow-Up

• Prepare agendas, talking points, and briefing documents
• Gather and synthesize key information before meetings
• Take notes, track action items, and ensure follow-through
• Keep executives aligned on priorities and outcomes

Travel & Logistics

• Coordinate domestic and international travel
• Book flights, hotels, and transportation
• Build detailed itineraries and manage last-minute changes
• Handle expense tracking and reimbursements

Project & Priority Management

• Track executive priorities and ongoing initiatives
• Follow up with teams to ensure deadlines are met
• Conduct research and prepare reports or summaries
• Support decision-making with structured information

Administrative Operations

• Maintain organized digital filing systems
• Manage document versions, approvals, and workflows
• Handle confidential information with discretion
• Support onboarding/offboarding for senior roles

What Success Looks Like

• Executive calendars run flawlessly
• No missed meetings, delays, or communication gaps
• Executives stay focused on strategy — not admin work
• Tasks are anticipated and handled proactively
• Stakeholders receive fast, clear, and professional responses

What Makes You a Strong Fit

• Highly organized and detail-oriented
• Proactive — you think ahead, not react
• Strong communicator with executive-level polish
• Comfortable in fast-paced, high-pressure environments
• Able to manage multiple priorities without dropping quality

Requirements (Must-Have)

Experience

• 3+ years supporting senior executives
• Experience managing complex calendars and travel logistics

Core Skills

• Proficiency in:
• Google Workspace
• Microsoft Office
• Strong written and verbal English communication
• Ability to manage scheduling across time zones
• High level of discretion and confidentiality

Nice to Have

• Experience in startups, agencies, or high-growth environments
• Familiarity with tools like:
• Slack
• Zoom
• Notion
• Asana
• Experience supporting multiple executives
• Exposure to project or operations management

What a Typical Day Looks Like

• Review calendar and prepare executive briefing notes
• Manage inbox, filter priorities, and draft responses
• Coordinate meetings, agendas, and logistics
• Handle travel planning or expense tracking
• Follow up on key initiatives and deadlines
• Prepare next-day schedule and priorities

In short:
You ensure the executive operates at maximum efficiency, clarity, and control.

Key Metrics (KPIs)

• Calendar accuracy and conflict reduction
• Speed and clarity of communication
• On-time follow-ups and task completion
• Executive satisfaction and dependency reduction
• Smooth travel and logistics execution

Interview Process

• Initial Phone Screen
• Video Interview with Recruiter
• Practical Task (briefing memo or scheduling scenario)
• Client Interview
• Offer & Background Verification

Apply Now

If you’re an execution-focused Executive Assistant who thrives on ownership, precision, and keeping leaders organized , this role gives you direct exposure to high-level decision-making.

Apply now and become the right hand to leadership.

Job Tags

Similar Jobs