Executive Assistant

Executive Assistant

Position Type: Full-Time, Remote

Working Hours: U.S. Business Hours
About the Role

We are seeking a highly organized, proactive, and trustworthy Executive Assistant to provide dedicated support to two senior executives.

This is more than a traditional administrative role. You will take full ownership of executive inboxes, calendars, communications, and day-to-day coordination, ensuring leadership can focus on strategic priorities while you keep operations running smoothly behind the scenes.

The ideal candidate is an excellent communicator with exceptional organizational skills, strong attention to detail, and the ability to manage highly confidential information with complete discretion. Success in this role requires someone who is responsive, independent, and comfortable representing leadership when interacting with clients, vendors, and internal teams.
Responsibilities
Executive Inbox & Communication Management

- Manage and organize executive email inboxes using Microsoft Outlook.

- Prioritize incoming emails, flag urgent matters, and draft professional responses on behalf of leadership.

- Ensure timely follow-up on important communications.

- Serve as the communication bridge between executives, clients, vendors, and internal teams.

- Handle confidential information with professionalism and discretion.

Calendar & Meeting Management

- Own executive calendars across multiple time zones.

- Schedule, reschedule, and coordinate meetings while preventing scheduling conflicts.

- Organize Zoom and Microsoft Teams meetings, including invitations and meeting logistics.

- Protect executive time by prioritizing meetings and managing scheduling efficiently.

Phone-Based Executive Support

- Remain available and responsive by phone throughout U.S. Central business hours.

- Receive instructions and delegated tasks directly from leadership via phone.

- Accurately capture notes and convert verbal instructions into actionable tasks.

- Execute assigned work promptly and provide updates upon completion.

Administrative Coordination

- Coordinate domestic and international travel arrangements.

- Prepare meeting agendas, presentations, reports, and supporting documentation.

- Take meeting notes and track follow-up action items.

- Maintain organized digital files, records, and documentation.

- Assist with research and special projects as needed.

- Coordinate vendor communications and administrative workflows.

Client & Stakeholder Support

- Communicate professionally with clients, vendors, and external partners via email, phone, and video calls.

- Act as the primary point of contact on behalf of leadership when appropriate.

- Build positive relationships while maintaining a high level of professionalism.

CRM & Operational Support

- Maintain and update records in Salesforce CRM.

- Track projects, deadlines, and executive priorities.

- Monitor outstanding action items and follow up to ensure timely completion.

- Help leadership stay organized by maintaining visibility across ongoing initiatives.

What Makes You a Strong Fit

- You take ownership without needing constant supervision.

- You communicate professionally and confidently with executives and clients.

- You excel at managing multiple priorities without missing deadlines.

- You are highly organized and thrive in fast-paced environments.

- You handle confidential information with integrity and discretion.

- You enjoy solving problems and anticipating executive needs before they arise.

Required Experience & Skills
Must-Have

- 3+ years of experience as an Executive Assistant, Administrative Assistant, or similar executive support role.

- Proven experience managing executive calendars and high-volume email inboxes.

- Exceptional written and verbal English communication skills.

- Strong organizational and multitasking abilities.

- Ability to manage confidential information with complete