Executive Assistant

Executive Assistant

Job Type: Full-Time

Job Location: Remote

Working Hours: 6:00 PM – 3:00 AM IST

Experience: 5+ Years

About the Role

We are looking for an Executive Assistant to support the US President of our design and development agency . This role goes beyond traditional administrative support. You will be responsible for managing the President’s time, communication, priorities, meetings, and day-to-day administrative operations while helping ensure smooth coordination across global teams. The ideal candidate will have strong judgment, organization, communication, discretion, and follow-through . You should be comfortable anticipating needs, making decisions independently, and ensuring important tasks never fall through the cracks.

This role is ideal for someone who:

• •Brings structure and organization to a fast-moving schedule
• •Can make sound decisions on behalf of a senior leader
• •Anticipates needs instead of waiting for instructions
• •Can manage sensitive and confidential information with discretion
• •Takes ownership and follows through without constant supervision
• •Enjoys making a leader’s day-to-day work more efficient

Key Responsibilities

1. Calendar Management

• •Manage the President’s calendar end-to-end, including scheduling, rescheduling, and resolving conflicts
• •Plan and coordinate daily and weekly schedules
• •Prioritize meeting requests and protect the President’s focus time
• •Evaluate meeting requests and push back diplomatically when appropriate
• •Coordinate meetings across different time zones

2. Inbox & Communication Management

• •Monitor and manage the President’s email inbox
• •Prioritize, respond to, and delegate communications as required
• •Draft and review emails on behalf of the President while maintaining their tone and professionalism
• •Organize communication threads and ensure important matters receive timely follow-up
• •Maintain confidentiality and professionalism in all correspondence

3. Meeting Support

• •Prepare meeting agendas and supporting materials
• •Take comprehensive meeting notes
• •Document key decisions and action items
• •Assign clear owners and deadlines to follow-up tasks
• •Coordinate meetings across time zones
• •Follow up on pending action items and commitments

4. Documentation & Organization

• •Maintain an organized system for company documents and records
• •Prepare, edit, format, and proofread reports, presentations, and business documents
• •Ensure important information and documentation are easily accessible

5. CRM & Data Management

• •Maintain and update internal CRM systems accurately
• •Ensure data is organized and up to date
• •Track follow-ups and action items
• •Maintain data accuracy and integrity

6. Task Prioritization & Problem-Solving

• •Identify and prioritize urgent and important tasks
• •Anticipate upcoming needs, deadlines, recurring commitments, and travel requirements
• •Identify potential issues before they become larger problems
• •Resolve routine issues independently where appropriate
• •Proactively flag risks, scheduling conflicts, and important commitments

7. Confidentiality & Discretion

• •Handle sensitive business, financial, and personnel information with complete confidentiality
• •Exercise sound judgment when deciding what to:
• •Handle independently
• •Escalate to the President
• •Keep confidential

Maintain a high level of professionalism when dealing with sensitive matters

Who Will Thrive in This Role?

You will be a strong fit if you:

• •Can bring order and structure to a fast-moving environment
• •Understand what a leader needs, beyond simply following instructions
• •Are comfortable making judgment calls independently
• •Have strong discretion and professional maturity
• •Take ownership of commitments and follow through consistently
• •Communicate clearly and professionally
• •Are comfortable interacting with senior leadership and global teams
• •Can work independently without requiring constant supervision

Qualifications & Skills

Experience

• •5+ years of experience as an Executive Assistant or in a similar senior administrative role
• •Experience in the web design, digital, technology, or service industry is an advantage

Must-Have Skills

• •Strong proficiency in CRM software
• •Proficiency in MS Office Suite / Google Workspace
• •Excellent organizational and multitasking skills
• •Strong time-management abilities
• •Excellent verbal and written communication
• •High attention to detail
• •Strong follow-through and ownership
• •Ability to handle confidential information with discretion
• •Strong judgment and decision-making abilities
• •Ability to work independently with minimal supervision

Tools & Platforms

• •CRM software
• •Microsoft Office Suite / Google Workspace
• •Project collaboration tools such as:
• •Notion
• •Slack
• •Trello
• •Similar platforms

Nice to Have

• •Experience working remotely with international teams
• •Experience coordinating across multiple time zones
• •Experience supporting C-level executives or senior leadership
• •Experience in a web design, digital, technology, or service-based organization
• •Familiarity with project management and collaboration tools

What This Role Offers

• •A high-trust, high-visibility role working directly with the US President
• •Significant ownership over leadership’s time, communication, and priorities
• •Direct exposure to the operations of a growing global company
• •Opportunity to work closely with senior leadership
• •Potential to grow into broader executive support or operations responsibilities