Executive Assistant - Scheduling & Communications

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TYPE OF WORK

Part Time

SALARY

TBD

HOURS PER WEEK

25

DATE UPDATED

Aug 7, 2026

JOB OVERVIEW

Executive Assistant – Scheduling & Communications

Part-Time | 20–30 Hours/Week | Remote

We are seeking a highly organized, articulate, and proactive Executive Assistant to support one of our clients with scheduling, communication, coordination, and day-to-day administrative needs.

This is a high-responsibility role for someone who is confident communicating with multiple people, can manage a fast-moving calendar, and knows how to follow up and keep things moving without needing constant direction.

Our client is based in Los Angeles, California, but frequently travels internationally, including between Australia, Dubai, Morocco, and the U.S. East Coast. You will regularly communicate and coordinate with people across multiple countries and time zones.

Key Responsibilities
-Scheduling & Calendar Management
-Manage and coordinate a complex calendar involving multiple people, time zones, and commitments
-Coordinate schedules between the client and various artists, talent, managers, labels, booking contacts, and other professionals
-Schedule calls, meetings, bookings, and other commitments
-Follow up with people to confirm availability and ensure commitments do not fall through
-Keep the client informed of schedule changes, conflicts, and important upcoming commitments
-Develop and maintain an organized personal system for tracking schedules, contacts, conversations, and follow-ups
-Communication & Coordination
-Communicate professionally and confidently through email, WhatsApp, text, and other communication platforms
-Communicate with people in multiple countries and across different time zones
-Handle conversations regarding music, bookings, contracts, scheduling, and other professional matters
-Step into conversations when needed and help clarify what the client needs
-At times, communicate directly with the client through WhatsApp and proactively determine what needs to be handled
-Know when something requires immediate attention and when it can wait
-Represent the client professionally in every interaction
-Organization & Follow-Up
-Keep track of open conversations, pending responses, deadlines, bookings, and commitments
-Proactively follow up rather than waiting to be reminded
-Quickly identify important details or potential scheduling conflicts
-Maintain organized notes and information so nothing gets lost
-Provide a concise end-of-week summary report outlining completed tasks, outstanding items, upcoming commitments, and anything requiring attention.

What We're Looking For

The ideal candidate is:

-Extremely articulate in English, both written and verbal
-Has a clear, professional speaking voice
-Comfortable speaking with and coordinating multiple people
-Extremely organized and detail-oriented
-A fast learner who picks up on things quickly
-Proactive and able to anticipate what needs to happen next
-Comfortable taking ownership of conversations and tasks
-Professional, mature, and serious about their work
-Able to handle sensitive or professional communications with discretion
-Comfortable working with people across multiple countries and time zones
-Able to stay on top of several moving pieces at once
-Confident using WhatsApp, email, calendars, and other communication tools
-Able to work independently without constant supervision
-Comfortable adapting to the client's preferred systems and developing an efficient organizational process
Preferred Experience

Experience in any of the following is a strong plus:

-Executive Assistant
-Personal Assistant
-Scheduling/Calendar Management
-Artist Management
-Music Industry
-Talent Management
-Booking/Entertainment
-Agency or Label Coordination
-Working with executives, artists, talent, or high-profile clients
-Managing international schedules and multiple time zones

Formal education or a college/university background is a bonus, but not required if you have strong relevant experience.

Hours & Availability
-Part-time to start: approximately 20–30 hours per week
-Approximately 2–3 hours per day initially, with the potential for additional hours as responsibilities grow
-Must have flexibility to communicate during Los Angeles/Pacific Time and accommodate occasional schedule-related needs outside standard hours
-Because the client travels internationally, flexibility with different time zones is important

We are looking for someone who can become a trusted extension of our client.

You should be comfortable being the person who sees a conversation, understands what is needed, coordinates with the appropriate people, follows up, and makes sure the task gets completed.

The right person will be someone who doesn't let things fall through the cracks.

If you are highly organized, communicate exceptionally well, think ahead, and are comfortable managing professional conversations with multiple people, we would love to hear from you.

How to Apply

Please include the following in your application:

-A brief introduction about yourself and your relevant experience
-Your experience with scheduling and calendar management
-Your experience communicating with multiple people or coordinating between different parties
-Any experience working with international clients or different time zones
-The communication tools and calendar systems you have used
-Your availability and preferred working hours
-Your expected hourly rate

SKILL REQUIREMENT
Calendar Management Organization Executive Assistance
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