Job Description

Executive Assistant

Position Type: Full-Time, Remote

Working Hours: U.S. Business Hours

About the Role

We are seeking a highly organized, proactive, and trustworthy Executive Assistant to provide dedicated support to two senior executives.

This is more than a traditional administrative role. You will take full ownership of executive inboxes, calendars, communications, and day-to-day coordination, ensuring leadership can focus on strategic priorities while you keep operations running smoothly behind the scenes.

The ideal candidate is an excellent communicator with exceptional organizational skills, strong attention to detail, and the ability to manage highly confidential information with complete discretion. Success in this role requires someone who is responsive, independent, and comfortable representing leadership when interacting with clients, vendors, and internal teams.

Responsibilities

Executive Inbox & Communication Management

• Manage and organize executive email inboxes using Microsoft Outlook.
• Prioritize incoming emails, flag urgent matters, and draft professional responses on behalf of leadership.
• Ensure timely follow-up on important communications.
• Serve as the communication bridge between executives, clients, vendors, and internal teams.
• Handle confidential information with professionalism and discretion.

Calendar & Meeting Management

• Own executive calendars across multiple time zones.
• Schedule, reschedule, and coordinate meetings while preventing scheduling conflicts.
• Organize Zoom and Microsoft Teams meetings, including invitations and meeting logistics.
• Protect executive time by prioritizing meetings and managing scheduling efficiently.

Phone-Based Executive Support

• Remain available and responsive by phone throughout U.S. Central business hours.
• Receive instructions and delegated tasks directly from leadership via phone.
• Accurately capture notes and convert verbal instructions into actionable tasks.
• Execute assigned work promptly and provide updates upon completion.

Administrative Coordination

• Coordinate domestic and international travel arrangements.
• Prepare meeting agendas, presentations, reports, and supporting documentation.
• Take meeting notes and track follow-up action items.
• Maintain organized digital files, records, and documentation.
• Assist with research and special projects as needed.
• Coordinate vendor communications and administrative workflows.

Client & Stakeholder Support

• Communicate professionally with clients, vendors, and external partners via email, phone, and video calls.
• Act as the primary point of contact on behalf of leadership when appropriate.
• Build positive relationships while maintaining a high level of professionalism.

CRM & Operational Support

• Maintain and update records in Salesforce CRM.
• Track projects, deadlines, and executive priorities.
• Monitor outstanding action items and follow up to ensure timely completion.
• Help leadership stay organized by maintaining visibility across ongoing initiatives.

What Makes You a Strong Fit

• You take ownership without needing constant supervision.
• You communicate professionally and confidently with executives and clients.
• You excel at managing multiple priorities without missing deadlines.
• You are highly organized and thrive in fast-paced environments.
• You handle confidential information with integrity and discretion.
• You enjoy solving problems and anticipating executive needs before they arise.

Required Experience & Skills

Must-Have

• 3+ years of experience as an Executive Assistant, Administrative Assistant, or similar executive support role.
• Proven experience managing executive calendars and high-volume email inboxes.
• Exceptional written and verbal English communication skills.
• Strong organizational and multitasking abilities.
• Ability to manage confidential information with complete professionalism.
• Fast and accurate typing skills for documenting phone-based instructions.
• Experience coordinating meetings across multiple time zones.
• Comfortable communicating directly with clients and external stakeholders.
• Ability to work independently in a remote environment.
• Availability during U.S. Central Time business hours (9:00 AM–5:00 PM CST).
• Reliable internet connection and professional home office setup.

Technical Skills

• Microsoft Outlook
• Microsoft Office 365 (Word, Excel, PowerPoint)
• Microsoft Teams
• Zoom
• Salesforce CRM

What Does a Typical Day Look Like?

Your day begins by reviewing executive inboxes, prioritizing urgent emails, and preparing calendars for the day ahead. Throughout the day, you coordinate meetings, respond to communications, manage scheduling changes, and execute tasks delegated by leadership over the phone.

You prepare documents, organize travel arrangements, update Salesforce, communicate with clients and vendors, and ensure every commitment is tracked and completed on time.

By the end of the day, leadership has clear calendars, organized communications, completed follow-ups, and confidence that every important task is moving forward.

Interview Process

1. Initial Recruiter Screening
2. Client Interview
3. Offer Stage

What happens after you apply

Right after you apply, you’ll receive an email invitation from Spark Hire to record your Intro Video. It’s a short, self-recorded video, completed once on your own time, and it’s the final step that completes your application.

Here’s why we do it this way. Instead of repeating yourself on screening call after screening call, you tell your story once and it carries forward. Hiring managers get to see how you actually communicate before you meet, so when you’re a fit, the first conversation isn’t starting from scratch. Fewer interviews, and the ones you do have count for more.

Don’t overthink it. Record it as many times as you like—nobody sees the takes you discard. Just be yourself. Your Intro Video invitation will come from Spark Hire, our trusted video interview platform, so please keep an eye on both your inbox and spam folder for the email.