Executive Assistant

Job Title: Executive Assistant

Monthly Pay: $3,721 - $5,558 USD per month

Summary:

Each shift begins with reviewing the executive inbox, calendar changes, and outstanding requests to identify the administrative support needed next. This entry level Executive Assistant helps keep meetings prepared, messages organized, and routine commitments visible so executives can focus on their priorities. The position sits within the administrative support team, receives guidance from an administrative team lead, and works with executives, colleagues, and external meeting participants. This is a fully remote, desk-based opportunity to work from home in Florida, United States. The role requires a 40-hour weekly commitment. Working days and shift times may vary.

Job Responsibilities:

• Review incoming emails and administrative requests at the start of each shift, noting deadlines, requested actions, and items needing the executive's attention.
• Check meeting requests for purpose, participant availability, duration, and missing details before proposing calendar changes for review by the executive or administrative team lead.
• Organize invitations and calendar updates using a scheduling and calendar tool such as Microsoft Outlook, checking meeting links and participant lists before sending.
• Sort routine inbox messages by priority, prepare straightforward replies from approved guidance, and flag sensitive or unfamiliar requests for the executive's direction.
• Prepare meeting agendas from supplied topics, assemble reference materials, and confirm that participants receive the information needed ahead of scheduled discussions.
• Take clear meeting notes when requested, capture decisions and assigned actions, and share drafts with the executive for review before distribution.
• Track administrative tasks through a project management tool such as monday.com, recording ownership, due dates, current status, and relevant context for colleagues.
• Follow up on unanswered invitations, missing agenda inputs, and outstanding actions when deadlines approach, keeping reminders courteous and aligned with agreed priorities.
• Escalate competing calendar requests, unclear instructions, and overdue dependencies to the administrative team lead, explaining the issue and any practical options already identified.
• Close each shift by updating outstanding tasks and handoff notes; work quality is judged through accuracy, turnaround, complete notes, and consistent follow-up.

Qualifications:

• High school diploma or equivalent.
• No experience required; related experience in administrative support, office assistance, or coordinating meetings is preferred.
• Understanding of basic executive support practices, including inbox organization, meeting preparation, and careful handling of confidential business information.
• Familiarity with calendar invitations, shared task lists, virtual meeting links, and checking details before making administrative updates.
• Ability to write clear professional messages, ask focused questions, and communicate updates respectfully with executives, colleagues, and external contacts.
• Ability to prepare concise meeting notes, distinguish decisions from discussion, and track assigned actions without changing the intended meaning.
• Sound judgment about task priorities, with willingness to seek guidance when requests conflict or instructions are incomplete.
• A reliable computer, high-speed internet, and a quiet private workspace suitable for confidential conversations and sustained desk-based work.
• Authorization to work in the United States, plus availability for the 40-hour weekly commitment and agreed working days and shift times.

Perks & Benefits:

• Fully remote work from home, supporting executive administration through digital communication and shared workflows.
• Structured onboarding and training on the named systems, calendar procedures, task tracking, and meeting preparation.
• Regular check-ins with the administrative team lead to review priorities, questions, and progress.
• Opportunities to build executive support, meeting planning, professional discretion, and administrative prioritization skills.
• Health coverage, paid leave, a 401(k), maternity leave, and bonus opportunities.