Executive Assistant (supporting multiple executives experience as an EA is required)

WorkStaff360

2d•Remote

About The Position

The Executive Assistant role involves comprehensive support for multiple executives, managing complex and dynamic calendars across various time zones, and proactively resolving scheduling conflicts to protect executive focus time. This position requires coordinating a wide range of internal and external meetings, including customer engagements, cross-functional leadership sessions, and candidate interviews, ensuring all logistics are handled efficiently. Key responsibilities include preparing and providing agendas, meeting materials, and managing conference registrations. The Executive Assistant is also responsible for planning and booking domestic and international travel, encompassing flights, lodging, and ground transportation, while anticipating and resolving any travel disruptions in real-time. Accurate and timely management of expense reports, receipts, and reimbursements is also a core duty. Serving as a gatekeeper and primary point of contact for the executive team, the role demands strong judgment in prioritizing attention. The Executive Assistant will draft, proofread, and send professional communications on behalf of executives, and ensure clear, timely follow-up on action items, decisions, and commitments, with particular attention to customer outreach. Collaboration with other Executive Assistants is essential for organizing leadership offsites, team events, and meetings, from agenda development to logistics and follow-up. This includes preparing agendas, taking meeting notes, tracking action items, and driving accountability for deliverables. The role also involves partnering with internal and external stakeholders for customer and partner meetings, providing backup support for the EA team as needed, and assisting with special projects such as preparing meeting materials and internal communications. Maintaining confidential files, contracts, and documents with a high degree of accuracy and discretion is paramount. Furthermore, the Executive Assistant is expected to continuously identify opportunities and new tools, such as AI, to enhance processes and workflows for improved EA and executive effectiveness.

Requirements

5+ years of experience as an Executive Assistant, with at least 2 years supporting C-suite or senior executive leadership.
Experience supporting multiple executives simultaneously in a high-growth or fast-paced environment.
Exceptional written and verbal communication skills; able to represent executives professionally to internal and external stakeholders.
Advanced fluency in English (reading and writing) is essential to this role.
Experience supporting executives across multiple time zones, including international travel coordination.
Outstanding organizational skills with meticulous attention to detail and a proven ability to manage competing priorities.
High degree of discretion, integrity, and experience handling highly confidential information.
Proven ability to work independently in a fully remote environment, with strong self-discipline and ownership; consistently maintaining a high level of visibility and responsiveness.
Advanced proficiency with modern productivity and collaboration tools, including Google Workspace or Microsoft 365, Zoom, and Slack.

Responsibilities

Own complex, ever-shifting calendars across multiple executives and time zones, resolving conflicts proactively, and protecting focus time.
Coordinate internal and external meetings, including customer meetings, cross-functional leadership sessions, and candidate interviews in a timely manner.
Prepare/ Provide agendas, meeting/ conference materials, and industry conference registrations as needed.
Plan and book domestic and international travel, including flights, lodging, and ground transportation.
Anticipate and resolve travel disruptions in real time, acting as the first line of defense when plans change.
Manage expense reports, receipts, and reimbursements in a timely and accurate manner.
Serve as a gatekeeper and first point of contact for members of the executive team, exercising strong judgment about what requires their attention.
Draft, proofread, and send professional communications on behalf of executives.
Maintain clear, timely follow-up on action items, decisions, and commitments, giving special attention to customer outreach efforts.
Collaborate with other EAs to organize leadership offsites, team events and meetings, from agenda development to logistics and follow-up.
Prepare agendas, take meeting notes, track action items, and drive accountability on deliverables.
Partner with internal and external stakeholders to coordinate customer and partner meetings.
Provide back up support for EA team when out on PTO as needed.
Support special projects for the executive team, such as preparing meeting materials and internal communications.
Maintain confidential files, contracts, and documents with a high degree of accuracy and discretion.
Continuously identify opportunities and new tools (such as AI) to improve processes and workflows that support EA and executive effectiveness.