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

Other duties and responsibilities may be assigned as needed.