Executive Assistant

This is a fully remote position, open to applicants in United States.

📋 Description

• Oversee calendar management for various senior leaders, proactively addressing conflicts among stakeholders and across time zones.

• Develop meeting agendas and materials by consolidating inputs from diverse sources.

• Participate in critical meetings to take notes, document decisions, and independently track action items to ensure completion.

• Collaborate with senior leadership, program management, and sales, maintaining context to avoid duplication or omissions.

• Organize client follow-ups and internal preparation sessions, anticipating the needs of sales and account teams.

• Handle expense report submission and compliance, proactively identifying discrepancies.

• Manage comprehensive travel booking and coordination, independently resolving any disruptions.

• Coordinate both client-funded and company-funded travel in collaboration with program management and finance.

• Provide monthly reports on travel and expenses billed to clients.

• Proactively plan travel for conferences, offsites, and summits to optimize costs.

• Organize team events, leadership offsites, and internal meetings, including venue selection, AV arrangements, and on-site logistics.

• Manage travel and logistics for group summits and cross-functional events.

• Oversee office and coworking needs, including contract renewals, access management, and space coordination across U.S. locations.

• Arrange shared workspace bookings for client delivery and coordinate recharge processes with program management and finance.

⛳️ Requirements

• Minimum of 4 years supporting senior leaders (VP, GM, or C-suite) in a professional services, agency, or corporate setting.

• Proven experience supporting multiple executives simultaneously in a dynamic environment.

• Skilled in coordinating complex travel, meetings, and events from start to finish with minimal oversight.

• Knowledgeable in expense reporting and financial processes, including client-billed tracking.

• Demonstrated ability to complete tasks with limited instructions using sound judgment, avoiding unnecessary escalation.

• Capable of retaining and building context across meetings and over time.

• Strong business acumen: effectively connects tactical work to the broader priorities of leadership.

• Comfortable making informed decisions in ambiguous situations and clearly communicating those decisions.

• Maintains professional discretion with confidential information.

• Excellent organizational skills for managing multiple leaders, tasks, and deadlines.

• Clear and confident communication with senior leaders and clients.

• Proficient with calendars, scheduling tools, video conferencing, and office technology.

• High attention to detail and dependable performance under pressure.

• The interview process includes a scenario or work-sample exercise to evaluate judgment in ambiguous situations.

🏝️ Benefits

• Remote-first work environment.

• Inclusive remote-first workplace culture.

• Opportunity to collaborate with teams in both the U.S. and the UK.

• Stability of a company with over 90 years of history combined with a start-up atmosphere.