Executive Assistant (Remote) - 59644270643
Somewhere · South Asia
- Hybrid
- Full-time
- $75,000 / year
- South Asia
Job highlights
- Support C-suite leadership in a fast-paced startup.
- Manage executive inboxes, calendars, and communications.
- Coordinate projects, travel, and financial administration.
- Leverage AI tools for efficiency and automation.
- Requires 5+ years of executive support experience.
About the role
Executive Assistant (Remote)
We are seeking a high-caliber, versatile Executive Assistant (EA) to support our C-suite leadership team. This is not a traditional administrative role; it is a high-velocity position within a fast-moving startup environment. You will act as the operational "right hand" to the executive team, requiring extreme adaptability, proactive problem-solving, and the ability to switch contexts seamlessly.
Your mission is to protect the leadership team's time and ensure that strategic initiatives move forward. From mastering inbox zero and booking complex travel to leveraging AI for meeting transcriptions and managing client invoicing, you are the engine that keeps our executive operations running at peak efficiency.
Key Responsibilities
I. Executive Communication & Inbox Management
- Inbox Mastery: Take full ownership of executive email inboxes. Audit, categorize, and respond on behalf of leadership to ensure "Inbox Zero" and timely communication with stakeholders.
- Proactive Follow-ups: Review meeting transcripts and recordings to extract action items, summarize key decisions, and chase down stakeholders to ensure follow-through.
- Stakeholder Liaison: Serve as a professional point of contact for clients, partners, and internal teams, maintaining a tone that is polished, concise, and authoritative.
II. Operations & Project Coordination
- Minor Project Management: Assist in tracking and moving internal projects forward. You will manage tasks in project management tools, ensuring deadlines are met and bottlenecks are flagged.
- Travel & Logistics: End-to-end management of complex travel itineraries, including flights, accommodations, and ground transportation, optimized for executive preferences and schedules.
- Financial Admin: Manage client invoicing and basic financial administration, ensuring all billing is accurate and delivered on time.
III. AI & Technical Velocity
- AI Integration: Actively utilize AI tools to summarize meetings, draft content, and automate repetitive administrative workflows.
- Tech Stack Management: Maintain proficiency across core tools (Slack, Google Workspace, Zoom, and project management platforms) to act as a force multiplier for the team.
Who You Are
Experience & Skills
- C-Suite Support: 5+ years of experience supporting senior executives, ideally within a startup or high-growth agency environment.
- Exceptional English: World-class written and verbal English skills. You must be able to draft executive-level correspondence that is indistinguishable from the CEO’s voice.
- Startup Adaptability: You thrive in "chaos" and are comfortable with shifting priorities and flexible task descriptions.
- Financial Literacy: Experience with invoicing software and a high degree of comfort managing basic financial data.
Mindset & Competencies
- AI-Native: You don't just use AI; you are constantly looking for ways to leverage new tools to increase your output and speed.
- Proactive "System-Builder": You don't wait for a task list. You identify gaps in the executive workflow and build the systems to fill them.
- Versatile & Adaptable: You are equally comfortable booking a flight as you are managing a project board or a billing dispute.
- Reliable: You maintain a stable, high-speed internet connection and a professional work environment during EST business hours.
Why Join Us?
- High-Level Exposure: Work directly with the leadership team on the company's most critical priorities.
- Autonomy & Trust: Once established, you will have significant freedom to define your workflows and manage your own day.
- Stable Growth: Join a stable, high-growth organization that values long-term partnerships and high-level performance.
Key skills/competency
- Executive Assistant
- C-Suite Support
- AI Integration
- Project Management
- Calendar Management
- Travel Arrangements
- Email Management
- Communication Skills
- Startup Environment
- Financial Administration
Skills & topics
- Executive Assistant
- Remote
- C-Suite Support
- AI Tools
- Project Management
- Google Workspace
- Slack
- Zoom
- LATAM
- South Africa
- Startup
- Full-Time
- Independent Contractor
- English Fluency
- Financial Administration
- Executive Communication
How to get hired
- Tailor your resume: Highlight C-suite support, AI tool usage, and startup experience. Quantify achievements where possible.
- Craft a compelling cover letter: Express your adaptability and proactive problem-solving skills, referencing the company's mission.
- Showcase AI proficiency: Detail specific AI tools you've used and how they improved executive productivity.
- Prepare for behavioral questions: Be ready to discuss handling shifting priorities and complex executive needs.
- Emphasize English fluency: Demonstrate your ability to draft executive-level communications flawlessly.
Technical preparation
Master Google Workspace, Slack, and Zoom.,Practice using AI for summaries and drafting.,Familiarize with project management tools.,Develop invoicing software skills.
Behavioral questions
Describe handling shifting priorities effectively.,How do you ensure 'Inbox Zero' daily?,Give an example of proactive system building.,How do you adapt to a chaotic environment?
Frequently asked questions
- What specific AI tools are used by the executive team at Somewhere?
- While specific AI tools can vary, the role emphasizes a willingness to leverage AI for meeting summaries, content drafting, and workflow automation. Candidates are encouraged to highlight their experience with various AI platforms and their proactive approach to adopting new AI technologies to enhance executive productivity.
- How does Somewhere define 'startup adaptability' for this Executive Assistant role?
- Startup adaptability means thriving in a dynamic environment with shifting priorities. For this Executive Assistant position, it involves being comfortable with flexible task descriptions, quickly adjusting to new challenges, and maintaining high performance despite the inherent unpredictability of a fast-growing company.
- What are the core working hours for the Executive Assistant role at Somewhere?
- The Executive Assistant role requires a full-time commitment, Monday through Friday, with working hours aligned to 8:00 AM - 5:00 PM EST. Candidates must maintain a stable, high-speed internet connection and a professional work environment during these hours, regardless of their geographical location.
- Can you provide more detail on the 'financial administration' responsibilities for this EA position?
- Financial administration for this Executive Assistant role includes managing client invoicing and handling basic financial data. This involves ensuring all billing is accurate, delivered on time, and requires experience with invoicing software and a comfort level with financial information.
- What is the primary difference between this EA role and a traditional administrative assistant?
- This Executive Assistant role is far more strategic and operational than a traditional administrative assistant. It involves acting as the 'right hand' to C-suite leaders, requiring proactive problem-solving, mastering complex logistics, leveraging AI, and driving strategic initiatives, rather than just performing routine administrative tasks.
- What does 'Inbox Zero' mean in the context of Somewhere's Executive Assistant role?
- Achieving 'Inbox Zero' means the Executive Assistant takes full ownership of executive email inboxes. This involves auditing, categorizing, and responding to emails on behalf of leadership to ensure all communications are timely, organized, and efficiently managed, maintaining a polished and authoritative tone.
- What kind of 'minor project management' is expected from the Executive Assistant at Somewhere?
- The Executive Assistant will assist in tracking and advancing internal projects. This includes managing tasks within project management tools, monitoring deadlines, and proactively identifying and flagging any bottlenecks to ensure projects stay on track and move forward smoothly.
- How does Somewhere support 'high-level exposure' for its Executive Assistant?
- As an Executive Assistant at Somewhere, you will work directly with the C-suite leadership team. This provides direct exposure to the company's most critical priorities and strategic decision-making processes, offering a unique insight into the core operations of a high-growth organization.