Executive Assistant

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TYPE OF WORK

Full Time

WAGE / SALARY

40,000-45,000

HOURS PER WEEK

40

DATE UPDATED

Jun 19, 2026

JOB OVERVIEW

Job Overview:

We are seeking a highly organized, proactive, and dependable Executive Assistant to provide dedicated support to senior executives in a fast-paced remote environment. This role requires someone who can operate with a high level of confidentiality, professionalism, and initiative while managing executive priorities, communications, project coordination, and digital outreach activities.
The ideal candidate is capable of anticipating needs, solving problems independently, and acting as a trusted gatekeeper and representative for the executive.

Key Responsibilities:

Executive Calendar & Meeting Management
Manage and optimize the executive’s calendar, schedules, and priorities
Coordinate internal meetings and external meetings with clients
Arrange travel, accommodations, and lodging requirements when needed
Prepare the executive for meetings, presentations, and key decisions
Join meetings and calls to capture action items, track follow-ups, and ensure completion of tasks
Coordinate across departments on behalf of the executive
Executive Communication & Administrative Support
Manage and organize executive email communications
Draft professional email responses and follow-ups based on executive notes
Filter, escalate, and resolve issues before they reach the executive
Maintain strict confidentiality and discretion with sensitive company information
Act as a gatekeeper and proxy for executive communications

Task & Project Coordination
Manage and track projects, tasks, and deadlines using tools such as Google Workspace and Microsoft Teams
Own the follow-up process for team deliverables and pending action items
Assist in project coordination and ensure timely completion of assigned initiatives
Provide administrative and operational support as required
Documentation & Process Management
Develop and maintain Standard Operating Procedures (SOPs)
Create production documentation and process guides based on meeting notes
Organize and maintain accurate records, reports, and executive briefs
Prepare presentations, summaries, and reports for executive review
Sales Prospecting & Digital Outreach
Source and manage lead lists from various platforms
Gather fresh lead sets for target and must-win companies
Enrich lead and contact information by identifying decision-makers using tools such as B2B Rocket
Manage the executive’s LinkedIn profile for outreach to technicians and potential clients
Support digital engagement and online networking initiatives
Assist with YouTube channel coordination and technician-related content management

CRM & Reporting
Maintain and update CRM platforms such as HubSpot
Generate detailed reports regarding lead statuses, company assignments, and business development activities
Track outreach performance and follow-up activities

Qualifications & Experience:

Minimum of 3 years of experience as an Executive Assistant
Experience supporting senior executives such as CEOs, CFOs, COOs, or similar leadership roles
Strong experience in calendar management, executive communications, and project coordination
Familiarity with preparing executive reports, presentations, and briefs
Experience working with remote or international teams is an advantage

Professional Traits:

Proactive, resourceful, and highly organized
Able to work independently with minimal supervision
Strong problem-solving and decision-making abilities
Excellent interpersonal and professional communication skills
Ability to multitask and manage competing priorities in a fast-paced environment
High level of integrity, confidentiality, and professionalism

Preferred Qualifications:
Experience using CRM tools such as Salesforce or HubSpot
Knowledge of basic bookkeeping or expense management
Social media management or basic marketing experience
Experience supporting recruitment, technician outreach, or client acquisition initiatives

Work Setup
Work From Home
Graveyard Shift
Full-time Remote Position

Additional Notes:
The Executive Assistant may also coordinate with external platforms and support teams such as LinkedIn, ---------- , ZipRecruiter, and other recruitment or outreach channels as part of the executive support function.

Other duties and responsibilities may be assigned as needed.

SKILL REQUIREMENT
Bookkeeping Recruiting Executive Assistance
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