Executive Assistant

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

📋 Description

• Oversee the Chief Executive’s calendar, appointments, meetings, priorities, deadlines, and scheduling requests.

• Manage executive emails, phone calls, correspondence, invitations, and follow-up tasks.

• Keep the Chief Executive updated on significant organizational developments, unresolved issues, and upcoming priorities.

• Facilitate communication among leadership, employees, volunteers, vendors, and external partners.

• Monitor executive directives, projects, commitments, and action items until completion.

• Prepare meeting agendas, briefing documents, talking points, presentations, reports, and executive correspondence.

• Conduct research and provide succinct summaries to aid executive decision-making.

• Maintain and audit the organization’s Master Calendar for meetings, events, programs, and executive commitments.

• Coordinate planning for services, programs, organizational events, and other significant initiatives.

• Review upcoming production elements, schedules, talking points, and event requirements.

• Collaborate remotely with on-site personnel to ensure operational and event requirements are fulfilled.

• Organize and coordinate leadership gatherings, fundraisers, networking events, private functions, and other special events.

• Research conferences, galas, business functions, networking opportunities, and other events that facilitate executive relationship-building.

• Handle invitations, RSVPs, registrations, vendor coordination, itineraries, and event logistics.

• Coordinate executive travel arrangements including flights, hotels, transportation, reservations, and detailed itineraries.

• Research and organize executive leisure activities, wellness appointments, and occasional personal scheduling as needed.

• Support the management and ongoing development of leadership, education, volunteer, community, and organizational programs.

• Collaborate with program leaders to track deadlines, communications, participation, and upcoming initiatives.

• Assist in coordinating and delegating responsibilities to administrative support staff and volunteers.

• Support recruiting administration, including communication with applicants and scheduling interviews.

• Manage executive communications, including thank-you notes, congratulations, acknowledgments, and sensitive outreach.

• Maintain agendas and follow-up activities for executive, operations, leadership, and event meetings.

• Monitor organizational deadlines and proactively follow up with responsible team members.

• Keep organized digital records, executive files, confidential documents, and approved account information.

• Develop workflows, checklists, templates, and processes that enhance executive and organizational efficiency.

• Assist with special projects and strategic initiatives from planning to completion.

• Perform additional executive, administrative, and operational tasks as assigned.

⛳️ Requirements

• Minimum 2.5 years of proven experience as an Executive Assistant, Senior Executive Assistant, Executive Operations Coordinator, Chief of Staff, or in a similar role.

• Experience directly supporting a CEO, founder, senior executive, or high-level leader.

• Exceptional skills in calendar management, scheduling, organization, and administration.

• Proven experience in coordinating complex projects, events, and strategic initiatives.

• Excellent written and verbal communication abilities.

• Professional demeanor when engaging with executives, VIPs, employees, and external partners.

• Strong research, problem-solving, and decision-making skills.

• Exceptional attention to detail with the capability to manage multiple priorities simultaneously.

• Proficient in Microsoft Office, Google Workspace, Zoom, calendar platforms, and project management software.

• Experience with Planning Center or similar organizational management platforms is preferred.

• Ability to anticipate executive needs and work independently with minimal supervision.

• High level of professionalism, maturity, discretion, and confidentiality.

🏝️ Benefits

• Competitive salary.

• Opportunity to influence the HR function of a rapidly growing BPO.

• Collaborate closely with a team of industry leaders who have successfully scaled BPOs in the past.

• Opportunities for career growth and development.