About the job
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
Join our team as a high-performing Executive Assistant dedicated to empowering our senior leadership in a dynamic and demanding environment. This role transcends basic administrative duties.
As the vital gatekeeper, operator, and strategic partner, your expertise will keep executives focused on impactful initiatives while you manage execution, coordination, and communication.
If you are an individual who proactively identifies needs, resolves challenges before they arise, and excels under pressure, this position places you at the heart of decision-making.
Key Responsibilities
Calendar & Scheduling Management
- Oversee intricate executive calendars across various time zones.
- Prioritize requests, address conflicts, and maximize time efficiency.
- Organize meetings utilizing:
- Google Calendar
- Microsoft Outlook
- Guarantee executives are consistently prepared and never double-booked.
Communication & Executive Support
- Compose, revise, and dispatch professional emails and memos.
- Screen inboxes, calls, and requests, escalating only critical matters.
- Serve as a liaison between executives, clients, and internal teams.
- Ensure transparent, professional communication among stakeholders.
Meeting Preparation & Follow-Up
- Develop agendas, talking points, and briefing materials.
- Collect and synthesize essential information ahead of meetings.
- Document notes, track action items, and assure accountability.
- Keep executives aligned on key priorities and outcomes.
Travel & Logistics Coordination
- Facilitate both domestic and international travel arrangements.
- Reserve flights, accommodations, and transportation.
- Create comprehensive itineraries and manage unforeseen changes.
- Oversee expense tracking and reimbursements.
Project & Priority Management
- Monitor executive priorities and ongoing projects.
- Follow up with teams to ensure adherence to deadlines.
- Conduct research and prepare reports or summaries.
- Assist in decision-making with well-organized information.
Administrative Operations
- Maintain orderly digital filing systems.
- Manage document versions, approvals, and workflows.
- Handle sensitive information with the utmost discretion.
- Support onboarding and offboarding for senior roles.
Success Metrics
- Seamless management of executive calendars.
- No missed meetings or scheduling errors.
