Executive Assistant to CEO - US Based Company (Remote/Virtual)

We are seeking an experienced Executive Assistant working remotely/virtually with 2-5 years of General Administrative Assistant or Executive Assistant experience, specifically supporting US-based teams in California.

The ideal candidate will be proficient in English, have excellent computer skills, and be highly organized with a strong understanding of Microsoft Office Suite, Outlook, and calendar management. This position requires working full-time during Pacific Standard Time (PST) business hours, so availability within these hours is a must. Applicants must also have references and certification. A C2 Level of English is required.


KEY RESPONSIBILITIES
• Outlook Calendar Management: Organize and manage the CEO’s schedule, including meetings,
appointments, and travel arrangements, ensuring optimal time management, confirmation of
meetings, and prioritization of key tasks.
• Meeting Coordination: Schedule and coordinate internal and external meetings, ensuring zoom
meetings are sent, all logistics are managed, and materials are prepared and attached in
advance. Coordinate virtual meetings, prepare agendas, send invites, take meeting minutes, and track action items.
• Email Management: Respond to emails, organize inboxes, prioritize messages, and draft professional email responses.
• Communication Liaison: Serve as the first point of contact for the CEO, screening emails through
delegated access and handling inquires or redirecting as appropriate.
• Document Preparation & Management: Draft, edit, and proofread documents, reports, presentations, and ensure all materials are well-organized.
• Travel Coordination: Assist in arranging domestic and international travel, accommodations and
itineraries for the CEO, ensuring Outlook and Tripit are up to date. Arrange and manage travel logistics, including booking flights, hotels, and transportation.
• Project Support: Assist in various projects by providing administrative support, tracking personal and
the CEOs progress in Smartsheet, and ensuring that deadlines are met.
• Confidentiality: Handle sensitive information with discretion and professionalism, ensuring
confidentiality in all matters within the company and with our clients.
• Research & Reporting: Conduct research and compile findings into detailed reports for team review.
• Client/Vendor Communication: Liaise with clients and vendors to maintain strong working relationships and ensure smooth operations.
• Expense and Invoice Management: Assist with managing expenses, processing invoices, and ensuring accurate record-keeping.
• General Administrative Support: Provide additional administrative support to ensure the team runs efficiently and effectively.



REQUIREMENTS:
• C2 Level ENGLISH is REQUIRED. EXCELLENT verbal and written communication skills in English.
• Education: Bachelor’s degree or equivalent experience in business administration or related field.
• Experience: At least 2-5 years of experience in an Executive or Administrative Assistant support role to Executive Level Management,preferably in a fast-paced or consulting environment.
• MUST have experience working with US-based Company (Other candidates will not be considered)
• MUST to work full-time during Pacific Standard Time (PST) / California business hours.
• Must have references and certification (e.g., Virtual Assistant certification or related admin certifications).
• A reliable internet connection, access to home office with consistent power supply and necessary tools for remote work.


PREFERRED QUALIFICATIONS / SKILLS:
• Technical and system knowledge with, but not limited to, Microsoft Office Suite, Zoom,
Smartsheet, Basecamp, Todoist, Adobe, WhatsApp , Gusto, Hireright, One-password, Box.
• Exceptional organizational skills with the ability to prioritize multiple tasks and manage time
effectively.
• Excellent verbal and written communication skills with the ability to interact professionally
with internal and external stakeholders.
• Strong attention to detail, with a high degree of accuracy in managing tasks and
scheduling.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent computer skills, including troubleshooting minor tech issues.
• Proven ability to manage calendars, schedule meetings, and coordinate appointments.
• Highly organized with strong attention to detail and time management skills.
• Ability to handle multiple tasks and projects simultaneously.
• Strong problem-solving skills and the ability to work independently.



EMPLOYEE BENEFITS:
• Full-time remote work
• Competitive salary based / compensation package based on experience.
• Opportunity for career advancement within a growing company.
• Gain valuable experience in a US-based work environment.

HOW TO APPLY:
Please submit your resume, a cover letter explaining why you are the ideal candidate for this position, and references and certifications. Only applicants with 2-5 years of admin experience with US companies, C2 Level ENGLISH and ability to work full-time during Pacific Standard Time (PST) / California business hours will be considered.

We look forward to reviewing your application! If minimum criteria is not met, candidate will not be considered.