Executive Assistant

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 professionalism.
• Fast and accurate typing skills for documenting phone-based instructions.
• Experience coordinating meetings across multiple time zones.
• Comfortable communicating directly with clients and external stakeholders.
• Ability to work independently in a remote environment.
• Availability during U.S. Central Time business hours (9:00 AM–5:00 PM CST).
• Reliable internet connection and professional home office setup.

Technical Skills

• Microsoft Outlook
• Microsoft Office 365 (Word, Excel, PowerPoint)
• Microsoft Teams
• Zoom
• Salesforce CRM