Executive Assistant

Our client, a US-based executive, is hiring a remote Executive Assistant to be their trusted right hand across the full range of administrative and operational needs. This is a high-trust, high-visibility seat. You will manage email and calendars, document meetings, build trackers and decks, coordinate travel, and keep back-end operations running — all handled with discretion and professionalism. Strong proficiency in Microsoft Office, particularly Excel, is a key requirement.

The ideal candidate anticipates needs before being asked, documents thoroughly, and treats confidentiality as a non-negotiable standard. You will be trusted with sensitive business and personal information, and the executive team needs to know it stays exactly where it should.

Key Responsibilities

Email & Inbox Management

• Triage, flag, and organize incoming messages by priority; surface time-sensitive items promptly
• Draft and send correspondence on behalf of the executive in the right tone
• Maintain a clean inbox structure with consistent labeling and follow-up tracking

Microsoft Office & Excel Support

• Build and maintain spreadsheets, trackers, and recurring reports using advanced Excel functions
• Produce professional Word documents; work confidently across Outlook, Word, Excel, and PowerPoint

Scheduling & Session Coordination

• Own the executive's calendar across stakeholders and time zones; resolve conflicts and protect priority time
• Send confirmations, reminders, and prep materials ahead of every session

Meeting Support & Documentation

• Take accurate Minutes of Meeting (MOM); distribute notes and action items; follow up to completion

Deck & Presentation Creation

• Create and revise polished, executive-ready presentation decks within tight timelines

Travel & Logistics Coordination

• Plan and book complete itineraries; prepare detailed travel documents; handle changes calmly

Back-End Administrative Support

• Maintain files and workflows across Monday.com and PandaDoc, including e-signature workflows

Proactive Ownership & Confidentiality

• Anticipate needs and act ahead of requests; spot and resolve issues before they escalate
• Maintain strict confidentiality and exercise sound judgment about what is shared, with whom, and when

• Strong Microsoft Office proficiency, with particular strength in Excel (key requirement)
• Proven Executive Assistant or senior administrative support experience
• Excellent written communication; strong organization across multiple tools and priorities
• Deck creation experience (PowerPoint, Google Slides, or Canva)
• Familiarity with Monday.com; experience with PandaDoc or willingness to learn quickly
• Demonstrated discretion and trustworthiness; proactive, self-directed remote worker

Preferred Qualifications

• Experience supporting a founder, executive team, or senior leadership group
• Experience coordinating complex travel; comfortable with detailed minute-taking
• Background in a high-trust executive support environment

Tools & Software

• Microsoft Office Suite — Excel (advanced), Word, Outlook, PowerPoint
• Monday.com, PandaDoc, deck tools (PowerPoint / Google Slides / Canva), Google Workspace as needed

What Makes You a Great Fit

• You document everything and it is always easy to find
• You think ahead and start before you are asked
• You treat confidential information with total discretion, every time
• Your decks and documents are executive-ready without cleanup
• You stay calm and capable through hiccups, conflicts, and last-minute changes