Job Description

Executive Assistant

Position Type: Full-Time - Remote

Working Hours: U.S. Business Hours

About the Role

We are looking for an experienced and highly organized Executive Assistant to provide comprehensive support to a senior executive across communication, scheduling, task management, sales coordination, accounting assistance, and social media.

This role requires someone who is proactive, highly dependable, discreet, and comfortable managing multiple priorities with minimal direction. You should be someone who anticipates needs, keeps things moving, and ensures important tasks never fall through the cracks.

Key Responsibilities

Inbox & Communications Management

• Own the executive's email and messaging channels end-to-end.
• Triage incoming communications and identify priorities.
• Draft and send professional responses on the executive's behalf.
• Ensure important communications and follow-ups are handled promptly.

Calendar & Appointment Coordination

• Manage the executive's calendar, appointments, meetings, and commitments.
• Coordinate scheduling and proactively resolve conflicts.
• Protect the executive's time and ensure the calendar remains organized.
• Prepare the executive for upcoming appointments and commitments.

Task & Project Tracking

• Translate high-level plans into clear, actionable tasks.
• Track open items and follow up to ensure completion.
• Maintain visibility across multiple projects and workstreams.
• Keep the executive informed about progress, deadlines, and outstanding items.

Sales Coordination Support

• Track leads, contacts, and sales-related activities.
• Follow up with contacts and prospects as needed.
• Help keep sales pipelines and communications organized.
• Support CRM and sales coordination workflows.

Accounting Assistance

• Assist with day-to-day accounting-related tasks.
• Track expenses and maintain organized records.
• Support invoice management and basic bookkeeping coordination.
• Follow up on accounting-related items as needed.

Social Media Management

• Manage the executive's social media presence.
• Schedule and coordinate social media posts.
• Monitor engagement and activity.
• Maintain a consistent and professional voice across platforms.

Required Experience & Skills

• 5+ years of experience in an Executive Assistant, Operations, or Chief-of-Staff-adjacent role supporting a senior leader.
• Proven ability to manage high-volume email and messaging with speed, accuracy, and sound judgment.
• Strong written English communication skills.
• Experience with sales coordination, CRM tools, pipeline tracking, or client follow-up workflows.
• Hands-on experience with basic accounting tasks, including expense management, invoicing, or bookkeeping support.
• Proven experience managing social media accounts for an individual or brand.
• Excellent organization, follow-up, and time-management skills.
• Strong attention to detail and professional judgment.
• Ability to handle confidential communications and financial information with discretion.

Typical Day

You will start by reviewing overnight emails and messages, triaging communications by urgency, and drafting or sending responses as appropriate. You will review the executive's calendar, prepare for the day's appointments, and work through outstanding tasks and follow-ups.

Throughout the day, you will coordinate with contacts on the executive's behalf, keep sales-related activities moving, manage scheduling requests, assist with accounting or expense items, and handle social media activity. The role is primarily asynchronous, with check-ins as needed to align on priorities and ensure important work stays on track.

Interview Process

1. Initial Application
2. Spark Hire One-Way Video Interview
3. Client Interview
4. Offer & Onboarding