Remote Executive Assistant (US Hours)

About This Opportunity

We are representing a confidential client seeking a Remote Executive Assistant to support senior leadership in a fast-paced startup environment. This role operates during US business hours and is open to candidates based in Colombia with excellent English communication skills.

This position goes beyond traditional administrative work. You'll serve as an operational partner to executives, managing complex calendars, communications, and systems while anticipating needs and driving accountability across priorities. This is a high-trust, high-autonomy role ideal for someone who thrives on solving operational challenges and wants to scale into Chief-of-Staff–level responsibilities.

Responsibilities

Executive Support & Communication (35%)

• Manage executive calendars, inboxes, and priorities to maximize productivity
• Draft and send professional communications on behalf of leadership
• Prepare meeting briefs, agendas, and follow-ups to ensure executives arrive context-ready
• Coordinate meetings with stakeholders across multiple time zones
• Track deadlines, commitments, and action items with aim to close 90%+ of delegated tasks within 48 hours
• Maintain proactive oversight of ongoing projects to ensure on-time delivery

Operational Systems & Workflow Management (30%)

• Maintain dashboards and documentation in project management tools
• Create, update, and refine standard operating procedures to improve efficiency
• Build structure around recurring workflows through automation and process mapping
• Facilitate team communication, shared workspaces, and progress tracking systems
• Support cross-functional operations including vendor coordination

Calendar, Travel & Administrative Coordination (20%)

• Own complex calendar management with priority-based scheduling
• Coordinate travel arrangements including flights, hotels, and detailed itineraries
• Handle inbox triage: flag urgent messages, draft replies, and ensure nothing slips through
• Support administrative documentation including routing forms and deadline tracking
• Protect executive time by managing schedule conflicts and ensuring adequate focus time

Research, Documentation & Strategic Projects (15%)

• Conduct industry and market research to support executive decision-making
• Compile concise briefs, summaries, and actionable insights
• Manage internal communications such as weekly team updates
• Research new tools and AI automations to improve operational speed
• Support special projects including light business development initiatives

What We're Looking For

Required Qualifications:

• 1-2+ years as an Executive Assistant, Admin Specialist, or Operations Partner supporting C-level executives in fast-paced environments
• Proven ability to manage calendars, inboxes, and founder/CEO-level communication
• Excellent written and verbal English communication skills
• Exceptional attention to detail, organization, and time management
• Comfortable with Google Workspace, Microsoft Office, and modern productivity tools
• Strong ownership mentality with ability to anticipate needs and take initiative
• High levels of confidentiality and professionalism with sensitive information
• Demonstrated ability to work remotely with leaders across time zones
• Critical thinking skills and ability to manage competing priorities with urgency
• Reliable track record of completing tasks and meeting deadlines
• Experience with Gmail, Outlook, Slack, Microsoft Teams, Zoom, and AI tools like ChatGPT or Claude

Preferred Qualifications:

• Bachelor's degree
• Background in healthcare, startups, AgTech, telecommunications, or project management
• Experience building SOPs, internal systems, or operational documentation
• Familiarity with project management tools (Notion, Asana, Trello, ClickUp, Airtable)
• Experience with automation tools like Zapier
• Exposure to CRM platforms (Pipedrive, HubSpot, Salesforce)
• Basic spreadsheet skills including formulas
• Prior startup or high-growth company experience

How We Work with You

Our talent team at Get A Job.ai partners with exceptional startups and growth companies to place top-tier candidates in meaningful roles. When you apply through our platform, here's what to expect:

• Submit your application directly on getajob.ai
• Our recruiting team will conduct an initial screening to understand your background and career goals
• Qualified candidates complete a skills assessment and structured interview process
• We match you with our client and facilitate the introduction
• Please do not contact the client directly—all communication flows through Get A Job.ai to ensure a smooth process

Pay

Compensation details will be discussed during the screening process and are based on experience and skills.

Employment Type: Independent Contractor, Full Time
Work Arrangement: Fully Remote
Work Schedule: US Time Zone (flexibility required based on client preference)

Get A Job.ai is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all candidates and employees.