Senior Executive Assistant

This role is open to candidates based in LATAM, Africa, and Eastern Europe. Please note that as this role supports U.S.-based clients, candidates must be available to work during U.S. business hours aligned with the client’s time zone.

Our client is a growing organization seeking an experienced Senior Executive Assistant to provide high-level administrative, operational, and project support to the CEO. As the organization continues to evolve, they need a highly organized and proactive professional who can help manage competing priorities, coordinate communication, and ensure important tasks and projects continue moving forward.

ROLE OVERVIEW

The Senior Executive Assistant will serve as a trusted support partner to the CEO, managing calendar and inbox priorities while coordinating projects, communications, meetings, travel, and administrative responsibilities.

The Senior Executive Assistant will act as a key point of coordination between the CEO, internal teams, and external stakeholders, helping ensure deadlines are met, information flows efficiently, and important priorities do not fall through the cracks.

This role is ideal for an experienced Executive Assistant who is comfortable operating independently in a fast-paced environment, anticipates needs, exercises strong judgment, and can effectively balance executive support, project coordination, and personal assistance.

LOCATION

Fully Remote | 9:00 AM–5:00 PM Pacific Time

KEY RESPONSIBILITIES

EXECUTIVE CALENDAR & INBOX MANAGEMENT

• Manage the CEO's calendar, including scheduling meetings, resolving conflicts, and protecting time for key priorities.

• Coordinate internal and external meetings while ensuring appropriate preparation and follow-up.

• Monitor and organize the CEO's inbox, identifying and prioritizing important communications.

• Draft email responses and other correspondence on behalf of the CEO when appropriate.

• Track important requests, commitments, and follow-ups to ensure action items are completed.

• Proactively anticipate scheduling and communication needs rather than waiting for direction.

PROJECT COORDINATION & EXECUTION

• Coordinate projects and initiatives across multiple teams and stakeholders.

• Track project timelines, deliverables, deadlines, and outstanding action items.

• Follow up with team members to ensure commitments and deadlines remain on track.

• Keep the CEO informed of project progress, risks, delays, and important developments.

• Help coordinate resources and information required to move projects forward.

• Maintain visibility across multiple concurrent priorities and proactively identify potential blockers.

INTERNAL & EXTERNAL COMMUNICATION

• Act as a key point of contact between the CEO and internal teams.

• Coordinate communication with external stakeholders on behalf of the CEO.

• Draft and distribute meeting agendas, follow-up emails, updates, and other executive communications.

• Ensure relevant information reaches the appropriate stakeholders efficiently.

• Maintain professional and organized communication across executive, team, and external interactions.

MEETING & TRAVEL COORDINATION

• Organize meetings, conferences, and other executive commitments.

• Prepare agendas, documents, and supporting materials ahead of meetings.

• Coordinate travel arrangements, itineraries, reservations, and related logistics for business trips.

• Ensure the CEO has the necessary information and materials for meetings and travel.

• Track post-meeting action items and coordinate follow-ups where required.

PERSONAL & ADMINISTRATIVE SUPPORT

• Support the CEO with personal administrative responsibilities, appointments, and projects.

• Coordinate personal and professional schedules to help maintain effective time management.

• Handle administrative requests with discretion, accuracy, and appropriate prioritization.

• Maintain organized documentation and information related