Responsibilities
- 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
- 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
- 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
- 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
- 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
Work Arrangement
Remote (Worldwide)
Additional Information
- Working Hours: U.S. Client Business Hours (Flexibility Required)
- Position Type: Full-Time, Remote
