Executive Assistant

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

Originally posted on Himalayas