Executive Assistant (3 Positions)

About the Opportunity

Our client is seeking to hire three (3) highly professional Executive Assistants to provide executive-level administrative and operational support to senior leadership. These are fully remote roles supporting executives based in the United States, requiring availability during U.S. Eastern Standard Time (EST) working hours.

This opportunity is ideal for experienced Executive Assistants who thrive in dynamic, fast-paced environments and possess exceptional organizational, communication, and stakeholder management skills. The successful candidates will be proactive, resourceful, highly dependable, and capable of managing multiple priorities while maintaining the highest level of professionalism and confidentiality.

Candidates who have previously supported international organizations—particularly U.S.-based companies or global executive teams—will have a distinct advantage.

Key Responsibilities

Executive Support

• Provide high-level administrative support to one or more senior executives.
• Manage complex calendars, appointments, meetings, and scheduling across multiple time zones.
• Coordinate domestic and international travel arrangements, including flights, accommodation, visas, transportation, and detailed itineraries.
• Screen, prioritize, and manage executive emails while ensuring timely follow-up on important matters.
• Prepare, edit, and proofread executive correspondence, reports, presentations, proposals, and meeting materials.
• Maintain confidential files, records, and documentation with exceptional accuracy.
• Process expense reports, reimbursements, invoices, and executive administrative documentation.

Meeting & Calendar Management

• Coordinate internal and external meetings across multiple stakeholders and time zones.
• Prepare meeting agendas, presentation materials, and briefing documents.
• Attend meetings where required, take comprehensive minutes, and follow up on action items.
• Organize executive leadership meetings, board meetings, strategy sessions, and company events.

Project & Operational Coordination

• Support executives in tracking strategic initiatives and operational priorities.
• Monitor project timelines, deliverables, and follow-up activities.
• Conduct research and compile information to support executive decision-making.
• Coordinate cross-functional communication between departments to ensure efficient execution of executive priorities.

Stakeholder Management

• Act as the primary liaison between executives and internal/external stakeholders.
• Build and maintain strong professional relationships with clients, partners, vendors, and senior leadership teams.
• Handle confidential and sensitive information with discretion and integrity.
• Professionally represent the executive office in all communications.

Administrative & Operational Support

• Coordinate vendor engagements and administrative logistics.
• Assist with document management and contract administration.
• Anticipate executive needs and proactively resolve administrative challenges.
• Provide occasional personal assistance where necessary to ensure executives remain focused on strategic priorities.

Qualifications

Education

• Bachelor's Degree in Business Administration, Management, Communications, Office Administration, or a related field.

Experience

• Minimum 5 years' experience as an Executive Assistant, Senior Administrative Assistant, Personal Assistant, or similar executive support role.
• Demonstrated experience supporting C-suite executives or senior leadership.
• Experience supporting multiple executives simultaneously is highly desirable.
• Previous experience working with international organizations, especially U.S.-based companies, will be highly preferred.
• Experience working in fast-paced, high-growth, or remote work environments.

Technical Skills

• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong working knowledge of Google Workspace (Docs, Sheets, Calendar, Gmail).
• Experience using virtual collaboration platforms including Zoom and Microsoft Teams.
• Familiarity with project management and collaboration tools such as Asana, Trello, Notion, Monday.com, Slack, ClickUp, or similar platforms.
• Excellent internet literacy and ability to work effectively in a fully remote environment.

Core Competencies

• Exceptional organizational and planning skills
• Outstanding attention to detail
• Excellent written and verbal communication skills
• Strong stakeholder management abilities
• Ability to manage multiple priorities under tight deadlines
• High level of professionalism and emotional intelligence
• Strong problem-solving and critical-thinking skills
• Integrity, discretion, and confidentiality
• Self-motivated with the ability to work independently
• Adaptability in a dynamic and fast-changing environment

Originally posted on Himalayas