The Role
Manage the executive's complex calendar, communications, travel, and vendor relationships while ensuring confidentiality and effective risk management.
Summary Generated by Built In
This is a remote position.
We seek a proactive, highly organized Executive Administrative Assistant. You will orchestrate a complex calendar; manage high-stakes communications; coordinate travel, events, and vendor relationships; and ensure flawless execution across the executive’s portfolio.
Key Responsibilities
- Calendar and scheduling
- Manage a high-volume, dynamic, cross-time-zone calendar; prevent conflicts and sequence priorities.
- Coordinate calls, meetings, meals, and events with clear briefs, objectives, locations/links, materials, and attendee confirmations.
- Confirm attendees, locations/links, objectives, and outcomes.
- Support content scheduling, outreach, and logistics for media, publishing, and events.
- Communications and follow-through
- Serve as liaison to internal/external stakeholders; draft and triage emails/messages in the executive voice.
- Capture decisions, action items, and deadlines; ensure timely follow-up and closure.
- Maintain professional, brand-aligned communication loops that enhance relationships.
- Manage vendor/partner relationships, contracts, deliverables, and timelines.
- Travel and logistics
- Plan end-to-end domestic and international travel: flights, hotels, ground transport, dining, and contingency plans.
- Create detailed itineraries and digital packets; monitor changes and re-accommodations.
- Information and knowledge management
- Maintain organized files, contacts, and knowledge bases; ensure information is current, searchable, and secure.
- Build Standard Operating Procedures (SOP) and checklists to streamline repeatable processes; propose improvements proactively.
- Confidentiality and risk management
- Handle sensitive information with absolute discretion; manage access, permissions, and privacy.
- Anticipate risks (schedule bottlenecks, travel disruptions, reputational exposures) and propose mitigations.
Requirements
- 3+ years of experience supporting C-level or high-profile executives in fast-paced environments.
- Demonstrated excellence in complex calendar operations, high-stakes communications, and global travel.
- Exceptional written and verbal communication; ability to write clearly, concisely, and in an executive voice.
- Strong business judgment, discretion, and professionalism with VIP stakeholders.
- Demonstrated ability to anticipate needs, solve problems quickly, and operate with minimal guidance.
- High proficiency with productivity, CRM, finance, and automation tools; eager to learn and implement new systems.
- Experience coordinating across multiple businesses, media projects, and external partners.
Additional Requirements:
- Availability for time-sensitive requests; ability to support across time zones.
- Meticulous attention to detail, organization, and follow-through; zero-defect mindset.
- Ability to manage multiple priorities and deadlines while maintaining calm and clarity.
- Strong financial acumen for invoices, expenses, and vendor management.
- Bachelor’s degree or equivalent experience preferred.
Tools and platforms (preferred experience)
- Productivity and collaboration: Microsoft 365 and Zoom.
- Scheduling and email: Calendly or similar for email triage.
- Experience with AI tools
Benefits
Work-Life Balance
- 100% remote work — enjoy the comfort and flexibility of working from home
- 18 paid vacation days + U.S. federal holidays
- Paid maternity/paternity leave (up to 2 months with 50% salary coverage after 1 year)
Career Support
- A dedicated Talent Coordinator who serves as your guide and liaison between you, WorkBetterNow, and your assigned company—helping you navigate your role and continue growing professionally.
- A supportive, people-first environment where your voice matters.
Skills Required
- 3+ years of experience supporting C-level or high-profile executives in fast-paced environments
- Exceptional written and verbal communication
- High proficiency with productivity, CRM, finance, and automation tools
- Strong financial acumen for invoices, expenses, and vendor management
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The Company
What We Do
WorkBetterNow provides remote workforce and virtual assistant services, specializing in connecting U.S. businesses with vetted talent from Latin America to help small and midsize businesses run their operations more efficiently. They focus on delivering dedicated, pre-vetted nearshore team members to make meaningful contributions from day one.
