Company Overview

Leading IT Consulting firm seeking a highly organized and proactive Executive Assistant to provide comprehensive remote support to our Managing Director.

Position Summary

Job Title: Executive Assistant
Reports To: Managing Director
Location: Remote (Work from Home)
Employment Type: Full-time
Experience Level: 5+ years in executive support role

Position Overview

We are seeking an exceptional Executive Assistant to provide high-level administrative support to our Managing Director. This is a fully remote position requiring a self-motivated professional who can work independently while maintaining strong communication and delivering exceptional organizational support in a fast-paced IT consulting environment.

Key Responsibilities

• Calendar & Schedule Management
  • Manage complex calendar scheduling across multiple time zones
  • Coordinate internal and external meetings, including client consultations
  • Prioritize meeting requests and resolve scheduling conflicts
  • Send meeting reminders and prepare necessary materials in advance
• Communication Management
  • Serve as primary point of contact between MD and internal/external stakeholders
  • Screen and prioritize emails, calls, and correspondence
  • Draft, proofread, and edit professional communications, reports, and presentations
  • Handle confidential information with discretion and professionalism
• Travel & Logistics Coordination
  • Arrange domestic and international travel (flights, accommodations, ground transportation)
  • Create detailed itineraries with relevant documentation
  • Process expense reports and manage travel budgets
  • Handle last-minute changes and travel-related issues
• Project & Task Management
  • Track and follow up on action items from meetings
  • Coordinate cross-functional projects and initiatives
  • Maintain organized filing systems (digital and cloud-based)
  • Prepare meeting agendas, take minutes, and distribute follow-up documentation
• Client & Stakeholder Relations
  • Coordinate client meetings and presentations
  • Maintain CRM records and client communication logs
  • Prepare client-facing materials and proposals
  • Support business development activities
• Administrative Support
  • Process invoices, expense reports, and vendor payments
  • Maintain office supply inventory for home office needs
  • Research and compile information for strategic decisions
  • Perform ad-hoc administrative tasks as needed

Required Qualifications

• Education & Experience
  • Bachelor’s degree preferred or equivalent work experience
  • Minimum 5 years of executive assistant experience
  • Experience supporting C-level executives in the technology or consulting industry preferred
  • Proven track record in a remote work environment
• Technical Skills
  • Required Proficiency:
    • Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
    • Google Workspace (Gmail, Calendar, Drive, Docs, Sheets)
    • Video conferencing platforms (Zoom, Microsoft Teams, Google Meet)
    • Project management tools (Asana, Monday.com, Trello, or similar)
    • CRM systems (Salesforce, HubSpot, or similar)
    • Expense management software (Expensify, Concur
  • Preferred:
    • Basic understanding of IT consulting terminology
    • Experience with time tracking tools
    • Document management systems (SharePoint, Dropbox)
• Core Competencies
  • Exceptional organizational skills with ability to multitask and prioritize
  • Superior written and verbal communication skills
  • High attention to detail and accuracy
  • Proactive problem-solving abilities
  • Discretion and confidentiality in handling sensitive information
  • Adaptability in a fast-paced, changing environment
  • Self-motivated with ability to work independently
  • Professional demeanor and executive presence

Key Attributes for Success

✓ Anticipatory Mindset: Ability to anticipate needs before being asked

✓ Tech-Savvy: Comfortable learning new software and digital tools quickly

✓ Cultural Fit: Aligns with company values and collaborative work style}

✓ Time Management: Excellent at managing priorities across time zones

✓ Communication: Clear, concise, and professional in all interactions

✓ Reliability: Consistent availability during core business hours with flexibility for urgent matters

Work Environment & Schedule

• 100% remote position with home office setup
• Core hours: [Specify time zone and hours, e.g., 9:00 AM – 5:00 PM EST]
• Flexibility required for occasional early or late meetings due to time zone differences
• Must have a reliable high-speed internet connection
• Quiet, professional workspace required
• Occasional travel may be required for company meetings (1–2 times per year)

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