Role Overview
We are seeking a proactive and highly organized Executive Assistant to support a senior executive with scheduling, coordination of meetings, travel planning, and managing key engagements. This role is ideal for someone who is detail-oriented, comfortable working independently, and able to navigate fast-paced, outbound-focused environments.
The Executive Assistant will play a critical part in ensuring that meetings, events, and travel arrangements are well planned, timely, and efficiently executed. While this position begins as part-time with flexible hours, it may evolve based on business needs.
Key Responsibilities
Scheduling & Calendar Management
Coordinate and manage the executive’s calendar, ensuring no conflicts between meetings, travel, and key engagements.
Schedule sales and marketing-related appointments, outbound meetings, and internal discussions in advance.
Ensure timely reminders and proper alignment of daily and weekly schedules.
Meeting & Event Coordination
Arrange logistics for meetings, events, and outbound activities.
Coordinate with all relevant parties to confirm attendance, timing, and required materials.
Conduct light research when necessary to support meeting preparation.
Travel & Logistics
Organize travel itineraries including flights, accommodations, and event schedules.
Ensure travel plans are aligned with meeting and business requirements.
Administrative Support
Maintain organization across essential tasks and tools used by the executive.
Track important deadlines, upcoming commitments, and ensure nothing critical is missed.
Operate existing technology tools and systems used within the company for scheduling, communication, and coordination.
Requirements
Proven experience as an Executive Assistant, Administrative Assistant, Project Coordinator, or similar operational role.
Strong organizational and multitasking abilities.
Excellent communication skills and the ability to interact professionally with internal and external stakeholders.
Comfort working within U.S. time zones (schedule remains flexible).
Ability to work independently and adapt to evolving processes.
Familiarity with tech tools and remote work platforms.
Additional Details
Work Hours: Flexible, aligned with U.S. time zones as needed. No fixed shift required initially.
Work Mode: Fully remote.