Executive Assistant (U.S.-Based)
Position Title: Executive Assistant
Location: United States (Remote)
Employment Type: Full-Time
About the Role
We are seeking a highly organized, proactive, and tech-savvy Executive Assistant to support our executive leadership team. This role combines traditional executive support with finance, operations, project coordination, and business development responsibilities. The ideal candidate thrives in a fast-paced, entrepreneurial environment, is exceptionally detail-oriented, and enjoys leveraging technology and AI to improve efficiency and automate routine tasks.
Key Responsibilities
Executive Support
- Manage complex executive calendars, meetings, and travel arrangements.
- Coordinate internal and external meetings across multiple time zones.
- Prepare agendas, meeting notes, and follow-up action items.
- Prioritize competing requests and proactively manage executive schedules.
Finance & Operations
- Prepare and distribute client invoices accurately and on schedule.
- Reconcile invoices, payments, and accounts to ensure billing accuracy.
- Coordinate payroll processing for both U.S. employees and international contractors/employees.
- Maintain payroll records and work with external payroll providers to ensure timely and compliant processing.
- Assist with expense reporting and operational documentation.
Project Management
- Lead daily or weekly stand-up meetings.
- Track project status, risks, and action items across multiple initiatives.
- Develop executive-level status reports and dashboards.
- Ensure accountability for deliverables and follow-up on outstanding tasks.
Business Development Support
- Assist with proposal development, presentations, and client communications.
- Coordinate responses to RFPs and other business development opportunities.
- Maintain CRM records and sales pipeline information.
- Conduct research on prospective clients, partners, and market opportunities.
Technology & Process Optimization
- Leverage AI tools (such as ChatGPT, Microsoft Copilot, Claude, or similar platforms) to automate workflows, draft communications, summarize meetings, and improve operational efficiency.
- Identify opportunities to streamline administrative and operational processes through automation and technology.
- Maintain proficiency with productivity and collaboration platforms including Microsoft 365, Teams, Excel, PowerPoint, SharePoint, and project management tools.
Qualifications
- Bachelor's degree preferred or equivalent professional experience.
- 5+ years of experience supporting senior executives or leadership teams.
- Experience with invoicing, payroll coordination, or accounting support.
- Strong organizational and project management skills with exceptional attention to detail.
- Excellent written and verbal communication skills.
- Advanced proficiency in Microsoft Office (Excel, PowerPoint, Outlook, Word).
- Experience with accounting software (e.g., QuickBooks), payroll platforms, and CRM systems is preferred.
- Demonstrated ability to learn and effectively use AI tools to improve productivity.
- Ability to manage confidential information with professionalism and discretion.
- Self-starter who thrives in a remote, fast-paced environment with minimal supervision.
Preferred Attributes
- Strong analytical and problem-solving skills.
- Comfortable working across multiple priorities and deadlines.
- Highly proactive with a continuous improvement mindset.
- Professional, resourceful, and customer-service oriented.
- Ability to collaborate effectively with both domestic and international teams.
Success in This Role
The successful Executive Assistant will serve as a trusted partner to leadership by keeping operations organized, ensuring financial and administrative processes run smoothly, driving accountability across projects, supporting business growth initiatives, and continuously finding innovative ways to improve efficiency through technology and AI. This role will start as an hourly employee, and then move to a salaried, benefits eligible position after a successful first 6 months.
