Executive Assistant

Full Time Remote Opportunity 5 years

Behind every well-run leader is someone making sure their time, communication, and priorities stay under control — even when everything around them is moving fast. This role exists to be that person: supporting the US President of our design and development agency by managing day-to-day administrative operations, facilitating communication across global teams, and contributing to the company’s overall efficiency and growth.

This isn’t a purely administrative role. It requires real judgment — knowing what deserves the leader’s attention right now, what can be handled on their behalf, and what should quietly disappear from their plate altogether.

This role is for someone who enjoys:

• Bringing calm and structure to a leader’s fast-moving schedule
• Making decisions on someone else’s behalf with good judgment
• Being the person who’s always one step ahead, not catching up
• Handling sensitive, high-stakes information with total discretion

If you’re someone who takes real satisfaction in making another person’s work life run smoothly — quietly, competently, and without being asked twice — this role will keep you constantly useful.

What you’ll really be doing

1. Calendar Management

• Own the President’s calendar end to end — scheduling, rescheduling, resolving conflicts, and protecting focus time
• Plan and coordinate daily and weekly schedules, ensuring optimal use of the President’s time
• Prioritize meeting requests and push back diplomatically when something doesn’t warrant the leader’s time
• Coordinate scheduling across time zones where relevant

2. Inbox Management & Communication

• Monitor and manage the President’s email inbox, prioritizing, responding to, and delegating communication as needed
• Review and draft email communications on behalf of the President, maintaining their tone and professionalism
• Keep communication threads organized so nothing important goes unanswered
• Maintain professionalism and confidentiality in all correspondence

3. Meeting Support

• Develop meeting agendas, take comprehensive notes, and prepare follow-up reports
• Coordinate meetings across time zones and ensure timely communication
• Convert meeting discussions into documented action items with clear owners and deadlines
• Follow up on outstanding items so commitments don’t quietly disappear

4. Documentation & Organization

• Maintain a well-organized system for company documents and records
• Prepare, edit, format, and proofread reports, presentations, and other business documents

5. CRM & Data Management

• Organize and update internal CRM systems accurately and consistently
• Ensure data integrity and follow-ups on action items

6. Task Prioritization & Proactive Problem-Solving

• Assist in identifying and prioritizing urgent tasks
• Anticipate needs before they’re voiced — travel logistics, recurring commitments, upcoming deadlines
• Spot small issues early and resolve them quietly before they become bigger problems
• Flag risks or conflicts in the leader’s schedule or commitments proactively

7. Confidentiality & Discretion

• Handle sensitive business, financial, and personnel information with complete discretion
• Exercise sound judgment about what to escalate, what to handle independently, and what to keep confidential

Who will thrive in this role

• You bring order to chaos without needing to be told how
• You can read a situation and know what the leader actually needs, not just what they asked for
• You’re comfortable making judgment calls on someone else’s behalf
• You’re discreet by nature, not just by policy
• You follow through on commitments without needing reminders yourself
• You communicate clearly and professionally, including with senior leadership and global teams

Qualifications & Skills

Experience

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

Must Have Skills

• Proficiency in CRM software and MS Office Suite / Google Workspace
• Strong organizational, multitasking, and time-management skills
• Excellent verbal and written communication
• High attention to detail and consistent follow-through
• Ability to handle confidential information with discretion and sound judgment
• Comfortable working independently and making decisions without constant oversight

Tools & Platforms

• CRM software, MS Office Suite / Google Workspace
• Project collaboration tools (Notion, Slack, Trello, or similar)

Nice to Have

• Experience working remotely across international teams and time zones
• Experience supporting C-level executives or senior leadership
• Familiarity with project collaboration tools beyond the basics

What this role offers

• A high-trust, high-visibility role working directly alongside the US President
• Real ownership over how leadership’s time and communication are managed
• Direct exposure to how a growing global company operates day-to-day
• Room to grow into broader executive support or operations responsibility

Job Type: Full Time

Job Location: Remote Opportunity

Job Time: 6:00 PM to 3:00 AM IST

Job Experience: 5 years