Full-Time Executive Support Coordinator

Executive Support Coordinator

Location: Remote (Ability to work within specified time zones as needed)

Work Schedule: Flexible based on employer's needs, typically Monday to Friday.

Position Overview: We are looking for a highly skilled and proactive Executive Support Coordinator with proven experience in executive support or high-level executive assistance to provide strategic administrative support in a fast-paced, remote work environment. This role is more than just managing schedules and emails, it requires critical thinking, problem-solving, and the ability to anticipate the needs of executives. You will be responsible for optimizing workflows, coordinating high-level projects, and ensuring seamless day-to-day operations.

Key Responsibilities:

• Calendar & Schedule Management: Handle complex scheduling across multiple time zones, anticipate conflicts, and adjust priorities as needed.
• Email & Communication Management: Monitor and manage email correspondence, draft responses, and ensure timely follow-ups with internal and external stakeholders.
• Project Coordination: Support executive-led initiatives by tracking deadlines, managing deliverables, and ensuring alignment across teams.
• Travel & Logistics Coordination: Plan and manage travel itineraries, including flights, accommodations, transportation, and event logistics.
• Document & Data Management: Prepare reports, presentations, and meeting agendas with accuracy and attention to detail.
• Process Improvement & Automation: Leverage tools like Notion, Asana, or Zapier to enhance efficiency and optimize workflows.
• Stakeholder & Vendor Coordination: Act as the main point of contact for vendors, contractors, and external partners, ensuring smooth collaboration.
• Confidential Task Management: Handle sensitive company and executive matters with the highest level of discretion.

Qualifications:

• Mandatory: Minimum of 2+ years of proven experience as an Executive Assistant, or in a similar high-level executive support role. Applications without this experience will not be considered.
• Proven experience supporting executives, with a strong focus on email and calendar management across multiple time zones.
• Strong written and verbal communication skills in English, with the ability to draft professional correspondence.
• Proficiency in Microsoft Office Suite and Google Workspace.
• Tech-savvy with experience using CRM systems (e.g., HubSpot), or project management tools (e.g., Notion, Asana, Monday.com).
• Exceptional organizational skills, with a demonstrated ability to prioritize multiple tasks efficiently.
• Analytical mindset, capable of problem-solving, process optimization, and improving operational workflows.
• Strong ability to work independently, take initiative, and anticipate executive needs.

Nice to Haves:

• Familiarity with financial tasks such as invoicing, expense tracking, and budget reporting.
• Background in process automation and workflow optimization.

Only candidates who achieve an 80% or higher score on the assessment will be considered.

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