Executive Assistant to Department Head - Full Time

About the Role

We are seeking a sharp, proactive Executive Assistant to support a department head and help keep a growing business organized, responsive, and moving forward.

This is a full-time remote position. You will work extensively in Microsoft 365, including Outlook, Teams, SharePoint, and Microsoft Copilot. The right person is highly organized, communicates professionally, takes initiative, and enjoys creating order from complexity.

This role is ideal for someone who wants to become a trusted business partner rather than simply completing assigned tasks. We value ownership, follow-through, judgment, and continuous improvement.

Core Responsibilities

Inbox and Communication Management

Review and organize email communications daily, identifying urgent requests, scheduling needs, and outstanding follow-ups.

Use Microsoft Copilot and other AI tools to draft clear, professional communications, reviewing all content for accuracy and tone before sending.

Flag high-priority items requiring leadership attention and provide concise summaries and recommended next steps.

Handle routine administrative correspondence independently within established guidelines.

Track commitments, action items, and outstanding requests, proactively escalating overdue or time-sensitive matters.

Maintain Outlook folders, categories, rules, and organizational systems while recommending process improvements.

Calendar and Meeting Support

Manage scheduling, confirmations, and rescheduling across multiple calendars.

Coordinate meetings with clients, vendors, and team members across multiple time zones.

Protect focus time while balancing deadlines, travel, meeting preparation, and competing priorities.

Identify and resolve scheduling conflicts proactively, presenting options when decisions are required.

Prepare a concise daily briefing highlighting upcoming meetings, priorities, and action items.

Ensure meeting materials, notes, emails, and supporting documents are available before important meetings.

Review meeting notes and transcripts to capture commitments, action items, and follow-ups.

Coordinate with team members to ensure clear communication and smooth handoffs.

Administrative and Operational Support

Maintain organized files and documentation within Microsoft 365.

Assist with client onboarding, CRM updates, meeting logistics, and internal projects.

Help document and improve administrative processes and workflows.

Track tasks, deadlines, and follow-up items across multiple projects and engagements.

Identify opportunities to improve efficiency through technology, automation, and AI tools.

Support leadership in keeping priorities organized and moving forward.

You're a Great Fit If You:

Have 2+ years of experience supporting executives, managers, department heads, or business owners.

Have strong Microsoft 365 skills, especially Outlook, Teams, Word, and Excel.

Are comfortable using AI tools such as Microsoft Copilot, ChatGPT, or similar platforms.

Write clear, professional English and can refine AI-generated content appropriately.

Exercise sound judgment about what can be handled independently and what requires escalation.

Are highly organized, detail-oriented, and dependable.

Follow through consistently and proactively identify potential issues before they become problems.

Handle confidential business and client information with discretion.

Have reliable high-speed internet and a dedicated professional workspace.

Are available Monday through Friday, 6:00 a.m. to 3:00 p.m. U.S. Pacific Time.

Bonus Qualifications

The following are not required but will help your application stand out:

Experience supporting consultants, financial advisors, or professional service firms.

Experience using HubSpot or other CRM systems.

Experience using Microsoft Copilot, ChatGPT, Zapier, Make, or other automation tools.

Experience managing projects, task trackers, or process documentation.

Strong problem-solving skills and a continuous-improvement mindset.

What Success Looks Like

The person in this role helps ensure that important emails are answered, schedules stay organized, commitments are tracked, and priorities move forward without constant follow-up.

You will be trusted to identify issues, propose solutions, and handle routine matters independently while keeping leadership informed of important decisions and developments.

We are looking for someone who takes initiative. If you wait to be told every step, this role will not be a good fit. If you enjoy identifying problems, proposing solutions, and helping a business run more effectively, we would love to hear from you.

Compensation & Growth

We are looking for a long-term team member. As you learn the business and demonstrate ownership, there will be opportunities for increased responsibility, professional development, and compensation growth.

To Apply, Please Include:
1) A brief summary of your executive or administrative support experience.
2) Examples of your experience managing email and calendar systems.
3) Any AI, automation, or productivity tools you've used professionally (Copilot, ChatGPT, Zapier, Make, etc.).
4) Confirmation that you are available Monday through Friday, 7:00 a.m. to 4:00 p.m. U.S. Pacific Time.
5) A brief response to the following scenario:

You arrive Monday morning to find 47 new emails, including an urgent client request, a scheduling conflict involving leadership, and an overdue follow-up. How would you prioritize these items, what would you handle independently, and what would you escalate immediately?

Please write "Organized and Proactive" in the first line of your application so we know you read the entire job posting.