Executive Assistant - Part-Time Remote Position

Overview

We are looking for a seasoned part-time Executive Assistant to provide crucial support to senior leadership and enhance operational efficiency within the team. This position is entirely remote within the United States or Canada time zones (EST/CST) and is contracted for 24 months, requiring up to 20 hours per week. The ideal candidate excels at managing multiple priorities in a dynamic setting, demonstrates proactivity, and brings sharp judgment and discretion to anticipate and resolve challenges efficiently.

Key Duties

• Oversee complex calendar management for senior leaders, including scheduling, travel arrangements, and expense reporting with a strong emphasis on conflict avoidance and timely communication.
• Build and sustain positive relationships with internal teams and external contacts, handling sensitive communications tactfully.
• Collaborate with fellow Executive Assistants to coordinate priorities and executive schedules.
• Organize and execute team events, meetings, and offsite gatherings, including logistics and onsite coordination.
• Maintain and update distribution lists, email aliases, and shared drives.
• Create and manage onboarding and training resources like FAQs and guides.
• Assist with budget monitoring, procurement activities, vendor management, and purchase orders for the leadership team.
• Support staff meetings by preparing agendas, documenting minutes, and occasionally managing presentation materials.
• Sustain file management and team collaboration platforms such as SharePoint, Miro, and Airtable.
• Handle miscellaneous projects as assigned.

Candidate Profile

• Self-motivated, proactive individual with a strong commitment to team success.
• Highly detail-focused and accountable, balancing multiple tasks with careful follow-through.
• Independent worker skilled at navigating new tasks and proactively seeking guidance where necessary.
• Excellent communicator, both written and verbal, capable of engaging effectively across all organizational levels.
• Relationship-oriented and customer service minded in support roles.
• Adept at managing concurrent projects and clearly communicating workload and deadlines.
• Trustworthy, flexible, and collaborative with a discreet approach to confidential information.

Required Experience and Skills

• A minimum of five to seven years providing administrative support to senior executives.
• Experience in fast-paced, multitasking environments with strong time management skills.
• Adaptability to changing conditions and new responsibilities.
• Proven performance under pressure with effective communication and deadline management.
• Proficiency in Microsoft Office Suite, SharePoint, Slack, Teams, and both Mac and Windows operating systems.
• Excellent English communication proficiency, both written and oral.
• Availability for occasional local and international travel for events or internal meetings.