Job Description

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