Provide dedicated administrative support to a C-suite executive: manage calendars and emails, coordinate meetings and logistics across time zones, maintain CRM records (preferably HubSpot), prepare documents and presentations, track action items and deadlines, and assist with special projects while maintaining confidentiality.
This is a remote position.
About the Role:
We are seeking a highly organized and proactive Executive Assistant to provide dedicated support to a busy C-suite executive. This role is ideal for someone who thrives in a fast-paced environment, excels at managing multiple priorities, and can anticipate the needs of senior leadership while maintaining confidentiality and professionalism.
Schedule: Monday to Friday, 8:00 AM – 5:00 PM PST (Pacific Time)
Work Setup: Remote
Employment Type: Full-Time
Key Responsibilities:
- Provide comprehensive administrative support to C-suite executives.
- Manage calendars, schedule meetings, and coordinate appointments across multiple time zones.
- Handle email management, prioritize communications, and draft correspondence as needed.
- Coordinate internal and external meetings, ensuring all logistics are in place.
- Organize documents, reports, presentations, and other executive materials.
- Maintain and update CRM records, preferably using HubSpot (or a similar CRM platform).
- Track action items, follow up on deadlines, and ensure timely completion of tasks.
- Assist with special projects and perform additional administrative duties as required.
Requirements
Qualifications:
- Proven experience supporting C-suite executives as an Executive Assistant or in a similar high-level administrative role.
- Strong organizational and time management skills with exceptional attention to detail.
- Experience using HubSpot CRM is a MUST HAVE. Candidates with equivalent CRM experience are also encouraged to apply.
- Excellent written and verbal English communication skills.
- Ability to handle sensitive and confidential information with discretion.
- Proficient in Microsoft Office and/or Google Workspace.
- Self-motivated, proactive, resourceful, and capable of working independently in a remote environment.
Preferred Qualifications:
- Previous experience supporting executives in a fast-paced or growing organization.
- Experience in providing assistance to c-level executive in the healthcare and/or legal industry
- Strong problem-solving skills with the ability to anticipate executive needs.
- Experience coordinating multiple priorities while maintaining a high level of accuracy.
What We're Looking For:
We're looking for someone who is proactive, dependable, and thrives on keeping executives organized and productive. Someone who is confident in communicating with c-level executives and making sure they are kept informed and updated with relevant information. If you're a detail-oriented professional with experience supporting senior leadership and are comfortable working with CRM systems like HubSpot, we'd love to hear from you.
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