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