Job Title: Executive Assistant
Salary: $60,000-$80,000
Location: Remote - Eastern time zone
Position Overview
We are seeking a highly organized, proactive, and discreet Executive Assistant to provide comprehensive support for the leadership of our firm. This role requires exceptional attention to detail, strong communication skills, and the ability to manage multiple priorities in a fast-paced environment. The ideal candidate will act as a trusted partner, ensuring the executives’ time is optimized and business operations run smoothly.
Key Responsibilities
- Strategic Calendar & Scheduling Management: Oversee and optimize complex, high-volume executive calendars by proactively prioritizing meetings, resolving scheduling conflicts, and aligning appointments with organizational goals to maximize leadership effectiveness and time management.
- Comprehensive Travel Coordination: Manage end-to-end domestic and international travel logistics, including flight arrangements, accommodations, ground transportation, and detailed itineraries. Anticipate needs, adjust plans in real time, and ensure seamless travel experiences aligned with executive preferences and business objectives.
- Expense Management & Financial Compliance: Track, reconcile, and process executive expenses with precision, ensuring adherence to company policies and financial guidelines. Partner with accounting to maintain accurate documentation, timely submissions, and efficient reimbursement cycles.
- Executive Communication Management: Serve as a gatekeeper and liaison by screening, prioritizing, and responding to emails, calls, and correspondence. Draft, edit, and proofread high-level communications, ensuring clarity, professionalism, and alignment with executive voice and strategic messaging.
- Meeting & Presentation Preparation: Coordinate and prepare comprehensive agendas, presentations, reports, and briefing materials. Capture detailed meeting notes, track key decisions, and proactively manage follow-up actions to ensure accountability and execution.Project & Operational Support: Provide high-level administrative and operational support on special initiatives, including research, data analysis, reporting, and cross-functional coordination. Monitor timelines and deliverables to drive project success.
- Confidential Information Management: Handle sensitive and proprietary information with the utmost discretion, integrity, and professionalism, maintaining strict confidentiality in all executive and organizational matters.
- Stakeholder & Relationship Management: Act as a trusted representative of the executives by building and maintaining strong relationships with internal teams, clients, vendors, and external partners. Facilitate communication, problem-solve proactively, and ensure a positive and professional executive presence.
Qualifications
- Bachelor’s degree or equivalent experience preferred.
- Minimum 2-3 years’ experience supporting executives
- Advanced proficiency in Microsoft Office Suite
- Exceptional organizational and time-management skills.
- Strong written and verbal communication abilities.
- Ability to work independently and anticipate needs proactively.
- High level of professionalism and discretion.