Executive Administrative Assistant

Executive Administrative Assistant

About the Role

We are hiring on behalf of a U.S.-based organization that supports a dynamic community of established e-commerce founders and entrepreneurs. The company operates in a fast-paced, highly collaborative environment focused on connecting business leaders, supporting its community, and managing a variety of ongoing initiatives and projects.

We are looking for a highly organized, proactive, and polished Executive Administrative Assistant to support a senior executive and collaborate with a broader team of assistants.

This role goes beyond traditional administrative support. We are looking for someone with a strong project management mindset who can manage multiple priorities, work confidently with spreadsheets and numbers, communicate directly with clients and prospects, and leverage AI and digital tools to work efficiently.

The right person will be sharp, resourceful, personable, and comfortable taking ownership. As you become familiar with the business and the executive's workflows, you will have the opportunity to take on increasingly important projects and become an integral part of the team.

Key Responsibilities

• Provide day-to-day administrative and operational support to a senior executive.
• Organize, prioritize, and track multiple projects, tasks, and deadlines.
• Coordinate schedules, meetings, follow-ups, and ongoing initiatives.
• Maintain spreadsheets, trackers, reports, and other operational documents.
• Work confidently with numbers and organize information accurately.
• Communicate professionally with clients, prospects, and internal team members.
• Participate in client and prospect calls when needed.
• Follow up on action items and ensure projects continue moving forward.
• Use AI tools to improve productivity, research, communication, organization, and workflows.
• Identify priorities, anticipate needs, and proactively address potential issues.
• Collaborate with other assistants and team members across ongoing projects.
• Take ownership of new responsibilities as you learn the executive's workflows and business operations.

What We're Looking For

• Excellent spoken and written English.
• Exceptional organizational and time-management skills.
• Strong attention to detail and ability to manage multiple priorities simultaneously.
• Professional, personable, and confident communication style.
• Comfortable interacting with clients and prospects via video calls.
• Strong spreadsheet skills and confidence working with numbers and data.
• Project management mindset with the ability to track tasks, deadlines, and deliverables.
• Experience using AI tools to improve day-to-day work and productivity.
• Proactive, resourceful, and able to work independently.
• Strong problem-solving skills and good judgment.
• Comfortable learning new tools, systems, and processes quickly.

Schedule

This is a full-time remote position.

Availability aligned with Pacific Time is preferred, with flexibility for candidates working primarily on Eastern Time. Candidates should be comfortable collaborating with a U.S.-based team and maintaining significant overlap with U.S. business hours.