Manage the executive's complex calendar, communications, travel, and vendor relationships while ensuring confidentiality and effective risk management.
This is a remote position.
We seek a proactive, highly organized Executive Administrative Assistant. You will orchestrate a complex calendar; manage high-stakes communications; coordinate travel, events, and vendor relationships; and ensure flawless execution across the executive’s portfolio.
Key Responsibilities
- Calendar and scheduling
- Manage a high-volume, dynamic, cross-time-zone calendar; prevent conflicts and sequence priorities.
- Coordinate calls, meetings, meals, and events with clear briefs, objectives, locations/links, materials, and attendee confirmations.
- Confirm attendees, locations/links, objectives, and outcomes.
- Support content scheduling, outreach, and logistics for media, publishing, and events.
- Communications and follow-through
- Serve as liaison to internal/external stakeholders; draft and triage emails/messages in the executive voice.
- Capture decisions, action items, and deadlines; ensure timely follow-up and closure.
- Maintain professional, brand-aligned communication loops that enhance relationships.
- Manage vendor/partner relationships, contracts, deliverables, and timelines.
- Travel and logistics
- Plan end-to-end domestic and international travel: flights, hotels, ground transport, dining, and contingency plans.
- Create detailed itineraries and digital packets; monitor changes and re-accommodations.
- Information and knowledge management
- Maintain organized files, contacts, and knowledge bases; ensure information is current, searchable, and secure.
- Build Standard Operating Procedures (SOP) and checklists to streamline repeatable processes; propose improvements proactively.
- Confidentiality and risk management
- Handle sensitive information with absolute discretion; manage access, permissions, and privacy.
- Anticipate risks (schedule bottlenecks, travel disruptions, reputational exposures) and propose mitigations.
Requirements
- 3+ years of experience supporting C-level or high-profile executives in fast-paced environments.
- Demonstrated excellence in complex calendar operations, high-stakes communications, and global travel.
- Exceptional written and verbal communication; ability to write clearly, concisely, and in an executive voice.
- Strong business judgment, discretion, and professionalism with VIP stakeholders.
- Demonstrated ability to anticipate needs, solve problems quickly, and operate with minimal guidance.
- High proficiency with productivity, CRM, finance, and automation tools; eager to learn and implement new systems.
- Experience coordinating across multiple businesses, media projects, and external partners.
Additional Requirements:
- Availability for time-sensitive requests; ability to support across time zones.
- Meticulous attention to detail, organization, and follow-through; zero-defect mindset.
- Ability to manage multiple priorities and deadlines while maintaining calm and clarity.
- Strong financial acumen for invoices, expenses, and vendor management.
- Bachelor’s degree or equivalent experience preferred.
Tools and platforms (preferred experience)
- Productivity and collaboration: Microsoft 365 and Zoom.
- Scheduling and email: Calendly or similar for email triage.
- Experience with AI tools
Benefits
Work-Life Balance
- 100% remote work — enjoy the comfort and flexibility of working from home
- 18 paid vacation days + U.S. federal holidays
- Paid maternity/paternity leave (up to 2 months with 50% salary coverage after 1 year)
Career Support
- A dedicated Talent Coordinator who serves as your guide and liaison between you, WorkBetterNow, and your assigned company—helping you navigate your role and continue growing professionally.
- A supportive, people-first environment where your voice matters.
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