Executive Assistant

Posted 1 week ago

Our client, a US-based executive, is hiring a remote Executive Assistant to be their trusted right hand across the full range of administrative and operational needs. This is a high-trust, high-visibility seat. You will manage email and calendars, document meetings, build trackers and decks, coordinate travel, and keep back-end operations running — all handled with discretion and professionalism. Strong proficiency in Microsoft Office, particularly Excel, is a key requirement.

The ideal candidate anticipates needs before being asked, documents thoroughly, and treats confidentiality as a non-negotiable standard. You will be trusted with sensitive business and personal information, and the executive team needs to know it stays exactly where it should.

Key Responsibilities

Email & Inbox Management

Triage, flag, and organize incoming messages by priority; surface time-sensitive items promptly
Draft and send correspondence on behalf of the executive in the right tone
Maintain a clean inbox structure with consistent labeling and follow-up tracking

Microsoft Office & Excel Support

Build and maintain spreadsheets, trackers, and recurring reports using advanced Excel functions
Produce professional Word documents; work confidently across Outlook, Word, Excel, and PowerPoint

Scheduling & Session Coordination

Own the executive’s calendar across stakeholders and time zones; resolve conflicts and protect priority time
Send confirmations, reminders, and prep materials ahead of every session

Meeting Support & Documentation

Take accurate Minutes of Meeting (MOM); distribute notes and action items; follow up to completion

Deck & Presentation Creation

Create and revise polished, executive-ready presentation decks within tight timelines

Travel & Logistics Coordination

Plan and book complete itineraries; prepare detailed travel documents; handle changes calmly

Back-End Administrative Support

Maintain files and workflows across Monday.com and PandaDoc, including e-signature workflows

Proactive Ownership & Confidentiality

Anticipate needs and act ahead of requests; spot and resolve issues before they escalate
Maintain strict confidentiality and exercise sound judgment about what is shared, with whom, and when

Requirements

Strong Microsoft Office proficiency, with particular strength in Excel (key requirement)
Proven Executive Assistant or senior administrative support experience
Excellent written communication; strong organization across multiple tools and priorities
Deck creation experience (PowerPoint, Google Slides, or Canva)
Familiarity with Monday.com; experience with PandaDoc or willingness to learn quickly
Demonstrated discretion and trustworthiness; proactive, self-directed remote worker

Preferred Qualifications

Experience supporting a founder, executive team, or senior leadership group
Experience coordinating complex travel; comfortable with detailed minute-taking
Background in a high-trust executive support environment

Tools & Software

Microsoft Office Suite — Excel (advanced), Word, Outlook, PowerPoint
Monday.com, PandaDoc, deck tools (PowerPoint / Google Slides / Canva), Google Workspace as needed

What Makes You a Great Fit

You document everything and it is always easy to find
You think ahead and start before you are asked
You treat confidential information with total discretion, every time
Your decks and documents are executive-ready without cleanup
You stay calm and capable through hiccups, conflicts, and last-minute changes

Benefits

What We Offer

Up to $6.00/hour
100% remote work
Full-time role

To apply:

Ensure your LinkedIn profile and resume are up-to-date and comprehensive (submit a comprehensive resume in English), and complete the assessment in this link: [https://assessment.aptiveindex.com/s/T4AHrmBPTLF2]

By applying, you consent to being contacted via the contact information provided in your application for recruitment purposes only.

Interview scheduling notice

Interview scheduling: Initial recruiter calls run in US Mountain Standard Time (MST), within a 3:00 AM – 1:00 PM MST window. In your local time that is approximately: Philippines 6:00 PM – 4:00 AM PHT; Kenya 1:00 PM – 11:00 PM EAT; South Africa 12:00 PM – 10:00 PM SAST. We do our best to find a slot that works for you, and we thank you sincerely for your flexibility across time zones.