Executive Assistant

# Executive Assistant
Job Type: Full-Time Job Location: Remote Working Hours: 6:00 PM – 3:00 AM IST Experience: 5+ Years
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## About the Role
We are looking for an Executive Assistant to support the US President of our design and development agency . This role goes beyond traditional administrative support. You will be responsible for managing the President’s time, communication, priorities, meetings, and day-to-day administrative operations while helping ensure smooth coordination across global teams. The ideal candidate will have strong judgment, organization, communication, discretion, and follow-through . You should be comfortable anticipating needs, making decisions independently, and ensuring important tasks never fall through the cracks.
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This role is ideal for someone who:

- Brings structure and organization to a fast-moving schedule
- Can make sound decisions on behalf of a senior leader
- Anticipates needs instead of waiting for instructions
- Can manage sensitive and confidential information with discretion
- Takes ownership and follows through without constant supervision
- Enjoys making a leader’s day-to-day work more efficient

Key Responsibilities

1. Calendar Management

- Manage the President’s calendar end-to-end, including scheduling, rescheduling, and resolving conflicts
- Plan and coordinate daily and weekly schedules
- Prioritize meeting requests and protect the President’s focus time
- Evaluate meeting requests and push back diplomatically when appropriate
- Coordinate meetings across different time zones

2. Inbox & Communication Management

- Monitor and manage the President’s email inbox
- Prioritize, respond to, and delegate communications as required
- Draft and review emails on behalf of the President while maintaining their tone and professionalism
- Organize communication threads and ensure important matters receive timely follow-up
- Maintain confidentiality and professionalism in all correspondence

3. Meeting Support

- Prepare meeting agendas and supporting materials
- Take comprehensive meeting notes
- Document key decisions and action items
- Assign clear owners and deadlines to follow-up tasks
- Coordinate meetings across time zones
- Follow up on pending action items and commitments

4. Documentation & Organization

- Maintain an organized system for company documents and records
- Prepare, edit, format, and proofread reports, presentations, and business documents
- Ensure important information and documentation are easily accessible

5. CRM & Data Management

- Maintain and update internal CRM systems accurately
- Ensure data is organized and up to date
- Track follow-ups and action items
- Maintain data accuracy and integrity

6. Task Prioritization & Problem-Solving

- Identify and prioritize urgent and important tasks
- Anticipate upcoming needs, deadlines, recurring commitments, and travel requirements
- Identify potential issues before they become larger problems
- Resolve routine issues independently where appropriate
- Proactively flag risks, scheduling conflicts, and important commitments

7. Confidentiality & Discretion

- Handle sensitive business, financial, and personnel information with complete confidentiality
- Exercise sound judgment when deciding what to: Handle independently
- Escalate to the President
- Keep confidential

- Maintain a high level of professionalism when dealing with sensitive matters

## Who Will Thrive in This Role?
You will be a strong fit if you:
- Can bring order and structure to a fast-moving environment
- Understand what a leader needs, beyond simply following instructions
- Are comfortable making judgment calls independently
- Have strong discretion and professional maturity
- Take ownership of commitments and follow through consistently
- Communicate clearly and professionally
- Are comfortable interacting with senior leadership and global teams
- Can work independently without requiring constant supervision

Qualifications & Skills

Experience

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

Must-Have Skills

- Strong proficiency in CRM software
- Proficiency in MS Office Suite / Google Workspace
- Excellent organizational and multitasking skills
- Strong time-management abilities
- Excellent verbal and written communication
- High attention to detail
- Strong follow-through and ownership
- Ability to handle confidential information with discretion
- Strong judgment and decision-making abilities
- Ability to work independently with minimal supervision

Tools & Platforms

- CRM software
- Microsoft Office Suite / Google Workspace
- Project collaboration tools such as: Notion
- Slack
- Trello
- Similar platforms

Nice to Have

- Experience working remotely with international teams
- Experience coordinating across multiple time zones
- Experience supporting C-level executives or senior leadership
- Experience in a web design, digital, technology, or service-based organization
- Familiarity with project management and collaboration tools

What This Role Offers

- A high-trust, high-visibility role working directly with the US President
- Significant ownership over leadership’s time, communication, and priorities
- Direct exposure to the operations of a growing global company
- Opportunity to work closely with senior leadership
- Potential to grow into broader executive support or operations responsibilities

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