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Executive Assistant (Remote, Full-Time)
Support to Senior Partners | High-Focus Administrative Role
Overview
We are seeking a highly organized, detail-driven Executive Assistant to provide dedicated administrative and executive support to two senior Partners in a fast-moving, professional services environment. This is a pure Executive Assistant role focused on calendar ownership, travel coordination, meeting preparation, and follow-through.
This position is not about working long hours, but it does require focus, structure, consistency, and a steady productive rhythm throughout the day. The ideal candidate is methodical, proactive, and comfortable owning recurring daily tasks without constant direction.
If you thrive in structured environments, enjoy bringing order to busy calendars, and take pride in reliable execution, we’d love to hear from you.
Key Responsibilities
Executive Calendar Management
- Own and manage complex calendars for two senior Partners
- Schedule internal and external meetings, confirm in-person appointments, and resolve conflicts proactively
- Coordinate meetings across multiple time zones with accuracy and foresight
- Maintain clean, well-structured calendars that allow executives to operate efficiently
Travel Coordination
- Plan and book executive travel including flights, hotels, and rental cars
- Manage itinerary details, confirmations, and last-minute changes
- Troubleshoot travel disruptions calmly and efficiently
Meeting Notes & Administrative Follow-Up
- Compile, document, and enter meeting notes accurately and on time
- Track action items and ensure follow-through
- Support ad hoc research and administrative projects, summarizing findings clearly
Team & Operations Support
- Provide occasional administrative support to the wider team as needed
- Assist with internal initiatives that require organization, documentation, or scheduling
What We’re Looking For
- 3-4+ years of experience as an Executive Assistant, Virtual Assistant, or Administrative Assistant
- Strong experience with calendar management, scheduling, and executive support
- Advanced English proficiency (C1–C2) with excellent written and verbal communication
- Tech-savvy and comfortable using:
- Google Workspace, Outlook
- Project management and productivity tools
- Copilot, Vimcal, Sanebox, DealCloud (or similar tools)
- Highly methodical and structured in how you organize your day
- Proactive and self-directed with the ability to maintain momentum without micromanagement
- Strong sense of ownership, follow-through, and professional discretion
- Reliable work-from-home setup with stable internet and personal computer
Why Join Us
- 100% remote, full-time Executive Assistant role
- Work with a professional, values-driven team that prioritizes clarity, accountability, and excellence
- Paid time off and holidays aligned with U.S. and local calendars
- Private healthcare contribution through our benefit partners
- Ongoing professional development, including executive coaching support
- A role where your organization, consistency, and reliability truly make an impact
Ready to Apply?
If you are an experienced Executive Assistant looking for a remote role that values structure, focus, and proactive support, we encourage you to apply today.
👉 Learn more about our team and culture: https://www.weremoto.com/about-us
Administrative & Program Operations Virtual Assistant
📌 Rol: Administrative & Program Operations Virtual Assistant
🌎 Ubicación: 100% remoto (Worldwide)
💼 Tipo de Contrato: Independent Contractor | Part-Time (10–20 hs/semana)
🎓 Formación: No especificado
📋 Descripción General
20four7VA busca un/a Senior-level Administrative & Program Operations Virtual Assistant para apoyar a una organización de liderazgo y coaching. El rol se enfoca en ordenar, estructurar y sistematizar materiales, programas y operaciones, pasando luego a soporte operativo continuo. Ideal para perfiles muy organizados, orientados a procesos y con experiencia en negocios de servicios, coaching o educación.
📋 Responsabilidades Principales
• Organizar archivos digitales, documentos y drives compartidos en sistemas claros.
• Centralizar recursos de programas de liderazgo, coaching y parenting en una librería interna.
• Crear SOPs, trackers y workflows operativos.
• Coordinar workshops y eventos (scheduling, listings y follow-ups).
• Apoyar promoción de eventos y recursos vía email y redes (posts, reminders).
• Mantener seguimiento operativo, comunicación básica con leads y reportes de avances.
🎯 Requisitos
• Experiencia senior como Business Support VA, Executive Assistant u Operations Assistant.
• Fuertes habilidades de organización y construcción de procesos desde cero.
• Experiencia con coaches, educadores, nonprofits o negocios de servicios (preferido).
• Inglés escrito y oral sólido.
• Perfil tech-savvy, discreto y profesional con información sensible.
• Disponibilidad lun–vie con solapamiento EST (10 AM–4 PM, flexible).
🏖️ Beneficios
• Trabajo remoto part-time (10–20 hs/semana).
• Horario flexible dentro de EST.
• Proyecto con alto impacto organizacional.
Executive Assistant
Overview
We are hiring a highly capable Executive Assistant to support leadership who leads a creative agency and multiple initiatives. This is a robust, high-trust role that combines executive support, travel and logistics, sales enablement, and personal administration.
You will operate as a true right hand. You anticipate needs, protect time, keep systems organized, and ensure follow-through across priorities. The ideal candidate is calm under pressure, exceptionally organized, comfortable drafting high-quality communication, and able to manage both business and personal logistics with discretion.
Core Responsibilities
1) Executive Support and Time Protection
- Own complex calendar management across multiple workstreams and time zones
- Create a weekly schedule that reflects priorities, focus time, and recovery time
- Gatekeep meetings: assess purpose, ensure agenda and attendees are right, reduce low-value meetings
- Build and maintain recurring rhythms (weekly priorities, client reviews, internal check-ins)
- Prepare daily and weekly briefing packets: schedule, call notes, background, goals, and decision points
- Capture action items after key meetings and drive follow-through with stakeholders
- Maintain a “waiting on” list and ensure nothing goes stale
2) Inbox, Communication, and Executive Presence
- Manage inbox triage: prioritize, draft replies, and escalate what matters
- Draft high-quality emails in the executive’s voice across clients, partners, and internal team
- Maintain templates and message libraries for common scenarios
- Track responses, follow-ups, and deadlines tied to communications
- Proof and polish outbound communication for clarity, tone, and accuracy
- Coordinate sensitive communication with professionalism and discretion
3) Sales, Outreach, and Pipeline Support
- Maintain lead and relationship trackers, pipeline status, and follow-up schedules
- Prepare outbound outreach emails tailored to each prospect (light research included)
- Coordinate introductions and nurture threads with timely follow-ups
- Support proposal and pitch workflow: gather inputs, schedule internal reviews, and ensure on-time sends
- Prepare meeting briefs for sales calls: background, relationship context, goals, next steps
- Ensure CRM or tracking systems stay clean and current (even if lightweight)
- Track referrals and create a system for consistent relationship maintenance
4) Travel Planning and Itinerary Management
- Own end-to-end travel planning across business and personal travel
- Build travel options that optimize for time, rest, budget, and time zone recovery
- Manage flights, hotels, ground transport, car services, and reservations
- Create detailed itineraries (including buffers, confirmation numbers, maps, check-in info)
- Proactively handle disruptions: delays, cancellations, rebooking, backups
- Coordinate packing lists, travel documents, and pre-travel preparation
- Track points, memberships, known traveler numbers, and preferences
- Plan trips with family logistics in mind when relevant
5) Household and Personal Administration
- Coordinate personal appointments, family scheduling, and key home logistics
- Manage vendor scheduling (home services, maintenance, repairs) and track follow-ups
- Keep a running list of personal tasks and ensure they are completed
- Support gifting, special occasions, and event coordination when needed
- Maintain important documents and records in an organized system
- Handle confidential matters with high discretion and professional judgment
6) Operations, Systems, and Process Improvement
- Build and maintain simple systems that reduce friction
- Organize files, documents, contact databases, and shared drives
- Maintain a master “admin dashboard” for priorities, deadlines, and recurring tasks
- Identify inefficiencies and propose improvements to workflows and tooling
- Coordinate with internal team members to keep operations aligned
7) Meeting Support and Logistics
- Schedule meetings across multiple stakeholders and time zones
- Ensure every key meeting has: agenda, pre-reads, decisions needed, and clear next steps
- Take notes for specific meetings and distribute recaps when required
- Coordinate workshop or offsite logistics: travel, materials, schedules, and vendors
- Manage event attendance, RSVPs, calendars, and prep where needed
8) Research
- Research support for activities that involve special projects as needed.
Qualifications
- 4+ years experience supporting an executive, founder, or senior leader in a high-velocity environment
- Exceptional written English, with confidence preparing executive-level emails
- Strong judgment, discretion, and ability to handle sensitive information
- Proven ability to manage complex travel and logistics
- Highly organized, detail-oriented, and proactive
- Calm under pressure, with strong problem-solving instincts
- Comfortable running systems and coordinating across stakeholders
- Proficient with Google Workspace; comfortable learning tools quickly
Working Style and Expectations
- Remote role with consistent overlap with US Pacific Time- Must work on PST
- High responsiveness during business hours
- Able to manage shifting priorities without losing track of commitments
Executive Assistant to the CEO
Creative Technologies Group, LLC operates Viral App Launch, a specialized marketing agency focused on accelerating growth for tech startups by driving significant user acquisition and securing investor connections. The company has a proven track record, launching over 150 mobile apps since 2016, including major clients like TikTok, Triller, and Xfinity. Headquartered in Los Angeles, California, Viral App Launch helps startups rapidly scale to 10,000 or even 100,000 users, while introducing them to a network of 20 angel and venture capital investors. The team operates in fast-paced, innovative environments aimed at delivering measurable performance and sustainable business success.
This job offer is on Get on Board.
Key Responsibilities
Executive & Strategic Operations
•Manage the CEO’s calendar, including time-blocking, prioritization, and scheduling
•Coordinate travel arrangements, itineraries, and inbox management
•Translate key calls and strategic discussions into actionable tasks in ClickUpTrack internal follow-ups, deadlines, and weekly deliverables
•Prepare and distribute meeting agendas, notes, summaries, and team updates
Sales & Business Development Support
•Assist with post-call follow-ups, proposals, and partner outreach
•Support Stripe payments, invoicing, and light sales operations
•Maintain organized documentation for pipelines and partnerships
•Coordinate contracts, thank-you gifts, and sales-related materials
Hiring & People Operations
•Post job openings and manage inbound applications
•Review resumes and conduct initial screening interviews
•Coordinate onboarding and offboarding processes
Client Operations & Event Planning
•Support onboarding for new clients and internal launches
•Assist with planning quarterly Founder events and team retreats
•Own logistics, scheduling, and coordination for events and experiences
Finance, Legal & Administrative Support
•Assist with wire transfers, subscriptions, renewals, and expense tracking
•Handle light HR, legal, and administrative tasks on behalf of the CEO
What You’ll Do and Why It Matters
- Exceptional attention to detail and follow-through
- Calm under pressure and comfortable with ambiguity
- Strong ownership mindset and proactive problem-solver
- Clear communicator with strong organizational skills
- Tech-forward and self-sufficient (ClickUp, Slack, Google Suite, Loom, Stripe, Zoom)
- Desire to grow long-term within a startup environment
What We Offer
- Competitive salary structure with immediate cash payouts for each closed deal, empowering you to be rewarded directly for your performance.
- Attractive bonus incentives that recognize and motivate the achievement of ambitious targets.
- Fully remote work model with flexible working hours to support your work-life balance and productivity.
- Clear pathways for upward mobility, including opportunities to transition into executive leadership roles within the company.
- Access to regular training sessions led by top-tier marketing professionals to continuously enhance your skills and career growth.
- Exposure and opportunity to work alongside high-profile clients like Google, TikTok, and UMG, offering valuable industry experience.
We foster a dynamic and stimulating work environment where creativity drives success and we actively encourage candidates who are eager to make a significant impact in the tech marketing arena.
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Executive Assistant with Hubspot Experience
Project scope: As our Executive Assistant, you will play a pivotal role in managing the executive calendar, coordinating cross-functional initiatives, and ensuring smooth day-to-day operations for the leadership team. You will work closely with stakeholders, manage communications, and maintain records within HubSpot and related productivity tools. This position is designed for a proactive professional who thrives in a remote, fast-paced environment and is committed to delivering high-quality support to accelerate decision-making and organizational efficiency.
Originally published on getonbrd.com.
Role Overview and Responsibilities
- Provide comprehensive executive support to the senior leadership team, including calendar management, travel arrangements, meeting coordination, and prioritized task execution.
- Manage and maintain the executive pipeline in HubSpot, including contact records, activity logging, deal or project tracking, and workflow automation to streamline communications and follow-ups.
- Draft, edit, and manage professional communications (emails, reports, presentations) with accuracy and discretion.
- Coordinate internal and external meetings, prepare agendas, take meeting notes, and follow up on action items to ensure accountability.
- Act as a point of contact between executives and internal teams, clients, and partners; triage requests and manage urgent matters with tact and urgency.
- Support project coordination, including tracking milestones, updating statuses, and producing concise status updates for stakeholders.
- Assist in process improvement, documenting standard operating procedures, and identifying opportunities to increase efficiency and automation.
- Maintain meticulous data hygiene in HubSpot and related systems; assist with data imports, cleanups, and reporting to inform strategic decisions.
Required Skills, Traits and Experience
- Minimum 2-4 years of experience supporting executives or in a high-demand administrative role.
- Strong HubSpot experience (CRM management, workflows, contact & activity tracking).
- Excellent written and verbal communication in English; ability to draft professional correspondence and presentations.
- Advanced calendar management, travel coordination, event logistics, and meeting preparation.
- Proficiency with productivity tools (G Suite/Google Workspace, Microsoft Office/365, project management software).
- Excellent time management, prioritization, and multitasking abilities; comfortable working independently in a remote setting.
- Attention to detail, problem-solving mindset, and a proactive approach to process improvement.
- Comfort working across multiple time zones and with diverse stakeholders.
Desirable but Not Required
Benefits and Perks
- Earn a salary rate of USD $5 - $9 per hour for a full-time commitment of 40 hours per week.
- Work from Home, no commute!
- Healthcare Allowance
- WiFi Subsidy
- Paid time off and sick leaves
- Birthday bonus
- Referral bonus
- Annual performance bonus
- Loyalty Program and more!
Senior Finance Manager
About Deep Cognition: We are a US-focused AI and technology company delivering advanced AI-enabled solutions. The Senior Finance Manager will own the end-to-end financial health of our US operations, collaborating with cross-functional leaders to drive profitability and sustainable growth. This role will partner with Sales, HR, Operations, and Legal to ensure accurate financial reporting, robust internal controls, and scalable processes as we expand in the US market. The project scope includes strengthening revenue recognition practices, optimising P&L performance across US accounts, and delivering actionable financial insights to guide pricing, budgeting, and strategic initiatives.
The role will also support external audits, investor reporting, and strategic planning activities to align with the company’s US market strategy and long-range plan.
Apply to this job opportunity at getonbrd.com.
Functions
Own and manage end-to-end P&L for US operations. Lead monthly close, variance analysis, and detailed reporting to executive leadership. Oversee US revenue recognition, invoicing, and billing cycles in compliance with applicable accounting standards. Drive budgeting, forecasting, and long-range financial planning aligned with US market strategy and business goals.
Sales compensation and payout governance. Lead sales commission planning, calculation, validation, and monthly payouts for US-based sales teams in close collaboration with HR and Sales. Ensure alignment with sales targets, quota setting, and contract terms to optimize profitability and incentive effectiveness.
Financial planning and analysis. Build robust financial models and scenario analyses to support pricing, product mix decisions, and growth initiatives in the US market. Provide executive dashboards and insights to enable informed business decisions.
Controls, compliance, and governance. Maintain internal controls and ensure compliance with statutory regulations and US-specific requirements, including audits, tax coordination, and reporting timelines. Support external audits and investor reporting as needed.
Cross-functional partnership. Collaborate with Sales, HR, Operations, and Legal to drive financial transparency, accuracy, and scalability for US accounts. Influence strategic decisions through financial data and scenario planning.
Process improvement. Identify opportunities for cost controls and operational efficiencies across US operations; implement scalable processes and automation where appropriate.
Role overview and required capabilities
We are seeking a senior finance leader with deep expertise in P&L management, revenue recognition, budgeting, forecasting, and sales compensation within a US-based, technology-driven environment. The ideal candidate will be a hands-on professional with a strategic mindset, capable of partnering with senior leaders and operating across time zones. You will own critical financial processes for the US operations, ensure accuracy and integrity of financial data, and deliver insights that drive growth and profitability.
Key capabilities include strong analytical and problem-solving skills, exceptional communication and stakeholder management, and an ability to manage multiple priorities in a fast-paced, high-growth company. Experience with SaaS, AI, or technology businesses is highly desirable.
Desirable skills and experience
Prior experience in SaaS, AI, or technology-driven organizations. Experience collaborating with US stakeholders and leadership teams across time zones. Strong attention to detail with a strategic, business-oriented mindset. Proficiency in Excel and ERP/financial systems (Zoho Books, SAP, QuickBooks, NetSuite, or similar). CA/CMA designation or MBA in Finance/Accounting is preferred.
Benefits and perquisites
Not specified in the posting.