Executive Assistant - (ZR_28674_JOB)

This is a remote position.

• Total hours: 20 hours per week or 4 hours per day
• Monday - Friday
• Flexible within the client's business hours following the Eastern Time Zone

Client location or time zone: New York, USA – EDT

Role Overview:

We are seeking a proactive and detail-oriented Executive Assistant to provide high-level administrative and operational support. The ideal candidate is organized, trustworthy, and capable of managing multiple priorities while maintaining clear and professional communication. This role involves calendar and email management, project coordination, document handling, CRM updates, and other executive-level administrative tasks.

Responsibilities:

Calendar & Schedule Management

• Manage the executive’s daily and weekly schedule with precision
• Coordinate internal and external meetings, calls, and events
• Send calendar invites, confirm appointments, and ensure buffer time between meetings

Email & Communication Management

• Monitor, sort, and draft responses for the executive’s inbox
• Flag urgent emails, archive non-essential ones, and respond where appropriate
• Maintain a professional tone and ensure timely follow-ups
• Track ongoing projects, deadlines, and deliverables
• Create project timelines and maintain trackers or dashboards
• Follow up on assigned tasks and ensure accountability
• Prepare, format, and proofread documents, presentations, and reports
• Organize digital files and folders for easy access
• Handle NDA execution, vendor agreements, and basic legal submissions
• CRM & Lead Management (for sales/client-facing roles)
• Maintain a professional tone and ensure timely follow-ups
• Track ongoing projects, deadlines, and deliverables
• Create project timelines and maintain trackers or dashboards
• Follow up on assigned tasks and ensure accountability
• Prepare, format, and proofread documents, presentations, and reports
• Organize digital files and folders for easy access
• Handle NDA execution, vendor agreements, and basic legal submissions
• CRM & Lead Management (for sales/client-facing roles)

Project Coordination

Document Handling

• Update and maintain CRM systems (e.g., HubSpot, Notion, Google Sheets)
• Track leads, communication touchpoints, and follow-up cycles
• Assist in preparing materials for client meetings or outreach
• Take notes during calls or meetings
• Create action item lists and follow-up reminders
• Send meeting recaps and next steps to relevant parties
• Book flights, hotels, and transportation
• Prepare itineraries, reimbursements, and travel documentation
• Coordinate in-person meetings and logistics
• Light Personal Tasks (if agreed upon)
• Assist in preparing materials for client meetings or outreach
• Take notes during calls or meetings
• Create action item lists and follow-up reminders
• Send meeting recaps and next steps to relevant parties
• Book flights, hotels, and transportation
• Prepare itineraries, reimbursements, and travel documentation
• Coordinate in-person meetings and logistics
• Light Personal Tasks (if agreed upon)

Meeting Support

Travel & Logistics

• Book personal appointments or reservations
• Track personal to-dos that may affect business planning
• Proven experience as an Executive Assistant or in a similar administrative role
• MUST HAVE A WINDOWS OS COMPUTER
• Strong written and verbal communication skills
• Excellent organizational and time management abilities
• High level of discretion and confidentiality
• Proactive, resourceful, and detail-oriented mindset
• Book personal appointments or reservations
• Track personal to-dos that may affect business planning
• Proven experience as an Executive Assistant or in a similar administrative role
• MUST HAVE A WINDOWS OS COMPUTER
• Strong written and verbal communication skills
• Excellent organizational and time management abilities
• High level of discretion and confidentiality
• Proactive, resourceful, and detail-oriented mindset

Requirements

• Comfortable using tools such as Google Workspace (Gmail, Calendar, Docs, Sheets), Slack, Zoom, Notion, Trello, or Asana
• Familiarity with CRM platforms (HubSpot, Pipedrive, or Zoho)
• Ability to manage multiple time zones and prioritize effectively

• Permanent work-from-home
• Immediate hiring
• Steady freelance job