Position Summary
We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to provide remote administrative support to multiple members of our leadership team. This role will focus primarily on calendar management and scheduling, with additional responsibility for coordinating occasional travel, assisting with expense reports, and providing general administrative support as needed.
The ideal candidate is an excellent communicator who is comfortable managing multiple calendars, shifting priorities, and scheduling needs across a fast-paced organization. Strong technology skills are important, including the ability to confidently navigate virtual meeting platforms and troubleshoot common meeting-related technology issues.
This is a 100% remote position.
Key Responsibilities
Calendar & Scheduling Management
- Manage complex calendars and scheduling for multiple executives and members of leadership.
- Coordinate internal and external meetings across multiple calendars and time zones.
- Proactively identify and resolve scheduling conflicts.
- Schedule recurring meetings, client and business meetings, conference calls, and virtual meetings.
- Ensure executives have accurate meeting details, links, locations, and other information needed for upcoming appointments.
- Adjust schedules quickly and professionally as priorities change.
- Serve as a responsive scheduling contact for internal and external stakeholders.
Travel Coordination
- Coordinate business travel as needed, including flights, hotels, ground transportation, and other arrangements.
- Prepare organized travel details and itineraries.
- Assist with changes or cancellations when travel plans shift.
Expense Reporting
- Assist executives with preparing and submitting expense reports.
- Gather receipts and supporting documentation and help ensure expense information is complete and accurate.
- Follow up on missing information as necessary.
Technology & Administrative Support
- Coordinate virtual meetings using platforms such as Microsoft Teams and Zoom.
- Provide basic troubleshooting support for virtual meetings, connectivity, and meeting technology.
- Maintain organized electronic records and administrative information.
- Provide additional administrative support and assist with occasional projects as business needs arise.
Qualifications
- Prior experience as an Executive Assistant, Administrative Assistant, or similar administrative support role.
- Demonstrated experience managing calendars and scheduling for multiple executives or senior leaders.
- Strong organizational skills and exceptional attention to detail.
- Ability to effectively manage competing priorities and frequent scheduling changes.
- Strong written and verbal communication skills.
- High degree of professionalism, responsiveness, and discretion.
- Comfortable working independently in a fully remote environment.
- Strong proficiency with Microsoft Outlook, Microsoft Teams, Zoom, and Microsoft Office/Microsoft 365.
- Comfortable learning new technology and troubleshooting routine virtual-meeting issues.
- Experience coordinating business travel and preparing expense reports preferred.
What Success Looks Like
Success in this role means keeping leadership organized and their schedules running smoothly. The Executive Assistant anticipates scheduling conflicts, communicates changes promptly, ensures meetings are properly coordinated, and provides reliable support without requiring significant day-to-day direction.
Position Details
- Work Location: 100% Remote
- Salary Range: $65,000–$75,000 annually
- Primary Focus: Executive scheduling/calendar management
- Additional Responsibilities: Travel coordination, expense reporting, technology and general administrative support