Executive Assistant

Job Description

Position Type: Full-Time

Location: Remote

Working Hours: U.S. Business Hours

About the Role

We are seeking a highly organized, proactive, and dependable Customer Experience Specialist Supervisor to support a remote founding team and ensure day-to-day operations run smoothly.

This role is ideal for someone who can manage executive schedules, inboxes, travel, hiring coordination, CRM systems, and operational follow-ups with a high degree of ownership and minimal supervision. The successful candidate will be proactive, detail-oriented, comfortable working across time zones, and confident making decisions when leadership is unavailable.

Key Responsibilities

Executive & Calendar Management

• Manage day-to-day calendars for the remote founding team.
• Coordinate meetings across multiple time zones and proactively resolve scheduling conflicts.
• Protect focus time and ensure meetings are properly prioritized.
• Prepare and confirm meeting agendas in advance.
• Handle last-minute schedule changes and adjustments efficiently.

Executive Inbox Management

• Monitor and organize executive inboxes.
• Identify and prioritize urgent or important communications.
• Draft professional responses on behalf of leadership when appropriate.
• Handle routine communication independently while escalating matters that require executive attention.

Travel Coordination

• Research and coordinate domestic and international travel arrangements.
• Book flights, accommodations, transportation, and other travel requirements.
• Maintain clear itineraries and ensure all logistics are confirmed.
• Proactively manage changes, delays, and unexpected travel issues.

CRM & Operations Management

• Maintain accurate and up-to-date CRM records and hiring trackers.
• Ensure consistent data entry and documentation across operational systems.
• Identify missing, outdated, or incorrect information and resolve issues proactively.
• Support operational reporting and maintain visibility into open tasks and deadlines.

Interview & Hiring Coordination

• Schedule candidate interviews across multiple time zones.
• Coordinate calendars between candidates, hiring teams, and leadership.
• Send interview confirmations, reminders, and follow-up communications.
• Ensure candidates and interviewers have the information they need before each interview.

Weekly Operations Reporting

• Compile and distribute a weekly operations digest for the founding team.
• Track open items, upcoming deadlines, pending decisions, and follow-ups.
• Highlight issues requiring leadership attention.
• Keep the team aligned on priorities and next steps.

Required Experience & Skills

Must-Have

• 2+ years of experience supporting executives, founders, or senior leadership, preferably in a remote environment.
• Demonstrated ability to work independently with minimal supervision.
• Strong written and verbal English communication skills.
• Experience managing complex calendars and coordinating across multiple time zones.
• Strong organizational skills and exceptional attention to detail.
• Proficiency with Google Workspace, including Gmail, Calendar, Docs, and Sheets.
• Experience using Notion or similar productivity/workspace tools.
• Experience maintaining accurate CRM records, hiring trackers, or operational databases.
• Strong judgment and problem-solving skills.
• Ability to prioritize effectively in a fast-paced and sometimes ambiguous environment.

What Makes You a Strong Fit

• You take ownership and proactively identify problems before they become issues.
• You provide solutions and recommended next steps rather than simply reporting problems.
• You communicate clearly and consistently across different time zones.
• You can make sound decisions independently when leadership is unavailable.
• You are highly organized and treat accuracy and data hygiene as essential.
• You are comfortable managing multiple priorities without losing attention to detail.
• You genuinely enjoy supporting teams behind the scenes and improving operational efficiency.
• You bring professionalism and empathy when working with founders, candidates, vendors, and internal teams.

Typical Day

Your day will typically begin by reviewing executive inboxes and calendars, prioritizing urgent items, confirming meetings, and ensuring agendas and logistics are prepared. Throughout the day, you will coordinate interviews, manage scheduling changes, communicate with candidates and vendors, update CRM records and trackers, and follow up on outstanding tasks.

You will also contribute to the weekly operations digest by gathering updates, tracking deadlines, and highlighting decisions or actions required from the founding team. The role is primarily asynchronous, but you should be comfortable jumping into quick discussions when time-sensitive matters require immediate coordination.

Interview Process

1. Initial Screening
2. Client Interview
3. Offer Stage

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