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