Responsibilities
- Manage and maintain the executive’s calendar, ensuring strategic time is preserved amid competing demands
- Schedule and coordinate meetings involving multiple parties across various time zones
- Identify potential scheduling conflicts in advance and resolve them proactively
- Create and distribute agendas, briefing documents, and supporting materials prior to meetings
- Ensure the executive remains informed, prepared, and operating efficiently each day
- Use AI-powered meeting tools like Fireflies to record and transcribe discussions
- Transform meeting transcripts into clear summaries, action items, and executive briefs
- Maintain organized records of meetings and related documentation across internal systems
- Track action items, commitments, and deadlines to ensure timely follow-through
- Follow up with stakeholders to enforce accountability on pending tasks
- Manage incoming email flow, prioritizing and organizing messages effectively
- Draft and edit professional emails and correspondence on the executive’s behalf
- Recognize urgent issues that require immediate executive attention
- Keep the executive’s inbox structured and ensure prompt responses
- Facilitate clear and consistent communication across internal teams, partners, and leadership
- Oversee multiple operational initiatives simultaneously, monitoring progress toward deadlines
- Maintain updated project trackers, timelines, and priority lists
- Monitor project milestones and flag potential risks or obstacles early
- Coordinate with cross-functional teams, vendors, consultants, and external partners
- Prepare regular executive updates, reports, and project summaries
- Ensure action items stay on track and stakeholders remain aligned
- Arrange domestic travel, including flights, lodging, transportation, and detailed itineraries
- Handle last-minute changes to schedules and travel plans as needed
- Keep travel documents and itineraries well-organized and accessible
- Process and reconcile expense reports and related receipts
Requirements
- Minimum of 5 years supporting C-level executives, founders, or leadership teams in fast-paced environments
- Professional background as an Executive Assistant, Virtual Executive Assistant, or similar role
- Proven experience managing complex calendars with shifting priorities and tight deadlines
- Solid experience coordinating multiple concurrent projects
- Exceptional organizational, planning, and time management abilities
- Superior written and verbal English communication skills
- High attention to detail with consistent follow-through
- Ability to anticipate needs and act independently with sound judgment
- Experience handling sensitive and confidential information discreetly
- Comfortable working autonomously in a fully remote setting
- Advanced skills in Google Workspace applications including Gmail, Calendar, Docs, and Sheets
- Experience using AI meeting assistants such as Fireflies or comparable tools
- Familiarity with project management tools like Asana, ClickUp, Notion, Monday.com, Jira, or similar platforms
Nice to Have
- Experience supporting leaders in construction, real estate, facilities, property management, engineering, architecture, or project-based operations
- Background supporting executives in startups or rapidly scaling organizations
- Strong track record coordinating cross-functional operational initiatives
- Experience managing relationships with vendors, contractors, consultants, or external partners
- Knowledge of workflow automation and AI-powered productivity tools
- Experience organizing executive travel and managing expense reporting
Work Arrangement
Fully Remote
Team
Full-Time Position
Other
- Fully Remote
- Full-Time Position
- Meaningful overlap with U.S. business hours required
- Long-term opportunity with strong growth potential
