Job description
Executive Assistant (EA) – Remote | U.S. Hours | Calendar, Travel, Executive Support
Position Type: Full-Time, Remote
Working Hours: U.S. Client Business Hours (flexibility required)
About the Role
We’re hiring a high-performing Executive Assistant to support senior leadership in a fast-paced, high-accountability environment.
This is not a basic admin role.
You’ll act as a gatekeeper, operator, and strategic partner — ensuring executives stay focused on high-impact work while you handle execution, coordination, and communication.
If you’re someone who anticipates needs, solves problems before they happen, and thrives under pressure, this role puts you at the center of decision-making.
What You’ll Own
Calendar & Scheduling Management
Manage complex executive calendars across multiple time zones
Prioritize requests, resolve conflicts, and optimize time usage
Coordinate meetings using:
Google Calendar
Microsoft Outlook
Ensure executives are always prepared and never double-booked
Communication & Executive Support
Draft, edit, and send professional emails and memos
Screen inbox, calls, and requests — escalate only what matters
Act as a liaison between executives, clients, and internal teams
Maintain clear, professional communication across stakeholders
Meeting Preparation & Follow-Up
Prepare agendas, talking points, and briefing documents
Gather and synthesize key information before meetings
Take notes, track action items, and ensure follow-through
Keep executives aligned on priorities and outcomes
Travel & Logistics
Coordinate domestic and international travel
Book flights, hotels, and transportation
Build detailed itineraries and manage last-minute changes
Handle expense tracking and reimbursements
Project & Priority Management
Track executive priorities and ongoing initiatives
Follow up with teams to ensure deadlines are met
Conduct research and prepare reports or summaries
Support decision-making with structured information
Administrative Operations
Maintain organized digital filing systems
Manage document versions, approvals, and workflows
Handle confidential information with discretion
Support onboarding/offboarding for senior roles
What Success Looks Like
Executive calendars run flawlessly
No missed meetings, delays, or communication gaps
Executives stay focused on strategy — not admin work
Tasks are anticipated and handled proactively
Stakeholders receive fast, clear, and professional responses
What Makes You a Strong Fit
Highly organized and detail-oriented
Proactive — you think ahead, not react
Strong communicator with executive-level polish
Comfortable in fast-paced, high-pressure environments
Able to manage multiple priorities without dropping quality
Requirements (Must-Have)
Experience
3+ years supporting senior executives
Experience managing complex calendars and travel logistics
Core Skills
Proficiency in:
Google Workspace
Microsoft Office
Strong written and verbal English communication
Ability to manage scheduling across time zones
High level of discretion and confidentiality
Nice to Have
Experience in startups, agencies, or high-growth environments
Familiarity with tools like:
Slack
Zoom
Notion
Asana
Experience supporting multiple executives
Exposure to project or operations management
What a Typical Day Looks Like
Review calendar and prepare executive briefing notes
Manage inbox, filter priorities, and draft responses
Coordinate meetings, agendas, and logistics
Handle travel planning or expense tracking
Follow up on key initiatives and deadlines
Prepare next-day schedule and priorities
In short:
You ensure the executive operates at maximum efficiency, clarity, and control.
Key Metrics (KPIs)
Calendar accuracy and conflict reduction
Speed and clarity of communication
On-time follow-ups and task completion
Executive satisfaction and dependency reduction
Smooth travel and logistics execution
Interview Process
Initial Phone Screen
Video Interview with Recruiter
Practical Task (briefing memo or scheduling scenario)
Client Interview
Offer & Background Verification
Apply Now
If you’re an execution-focused Executive Assistant who thrives on ownership, precision, and keeping leaders organized, this role gives you direct exposure to high-level decision-making.
Apply now and become the right hand to leadership.
Originally posted on Himalayas
Who can apply
Eligible countries: United States. Accepted UTC offsets: UTC-10, UTC-9, UTC-8, UTC-7, UTC-6, UTC-5, UTC+14. Review the full description for employer-specific work authorization, residency and schedule requirements.