Executive Assistant

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