Senior Executive Assistant - Remote Work

Position: Senior Executive Assistant / Project Management

Job Description:

ROLE OVERVIEW / HOW THIS ROLE SUPPORTS OWNERSHIP

This role exists to serve as a true extension of ownership — a second brain that absorbs, organizes, tracks, and follows through on the many administrative, informational, and coordination demands that otherwise consume the owner’s time and attention.

The Executive Operations Assistant takes near-complete ownership of day-to-day administrative execution so the owner can focus on higher-level thinking, decision making, and strategy rather than task management.

A core responsibility of the role is maintaining visibility across the company’s many ongoing activities, projects, and conversations. The assistant helps ensure that commitments are tracked, progress is monitored, and important items do not fall through the cracks.

Over time, this person becomes deeply familiar with the owner’s priorities, working style, and business operations, enabling them to filter noise, surface what matters most, and support better and faster decisions through preparation, follow-up, research, and structured information.

Reliability, responsiveness, and ease of communication are essential to success in this role.

WHAT THIS ROLE IS (AND IS NOT)

This is not a task-only or order-taking position. The ideal candidate enjoys organizing complexity, working closely with an owner, and being part of an active operating environment.

While this is a high-trust and important role, it is intentionally hands-on and collaborative. We are not looking for a formal, hierarchical executive assistant or someone who prefers rigid corporate structures or excessive formality.

Success in this role comes from anticipation, judgment, responsiveness, and consistent follow-through — not just completing assigned tasks.

CORE RESPONSIBILITIES – PROJECT & OPERATIONAL TRACKING

The goal of this responsibility is to ensure the owner always has clear visibility into the status of active projects, pending items, and responsibilities across the organization.

• Maintain visibility across multiple ongoing projects and operational initiatives within the company.

• Track the status of all projects including property renovations, maintenance work, and operational initiatives.

• Track commitments, tasks and follow-ups arising from meetings, and conversations.

• Proactively remind the owner of deadlines, decisions, and pending items.

• Maintain simple trackers showing project status, responsible parties, outstanding tasks, and deadlines.

• Follow up with staff, vendors, and contractors to ensure progress and completion.

• Serve as a follow-up point to ensure assigned tasks are completed.

• Prepare concise summaries highlighting project progress, delays and items requiring owner’s attention.

CORE RESPONSIBILITIES – EXECUTIVE & ADMINISTRATIVE SUPPORT

• Attend Teams meetings as needed and produce clear action notes.

• Coordinate with internal staff, vendors, and external parties.

• Conduct research and prepare concise summaries to support decision-making.

Secondary Administrative Support

• Manage the owner’s email inbox: triage, prioritize, flag, draft responses, and surface only what requires attention.

• Calendar management including scheduling, rescheduling, reminders, and preparation.

OPERATIONAL ORGANIZATION

• Maintain organized digital records, documents and filing systems in SharePoint / OneDrive.

• Ensure important documents, contracts, and project materials are properly stored and easy to locate.

• Help maintain internal trackers and operating documents.

• Support process improvements and workflow organization.

WORKING STYLE, AVAILABILITY & COMMUNICATION EXPECTATIONS

This role requires strong availability and responsiveness during agreed-upon working hours. The owner should not need to track down or follow up to get responses or action.

The ideal candidate:

Is consistently reachable during working hours

Responds promptly to messages and requests

Communicates clearly when unavailable and proactively manages handoffs

Is comfortable with frequent interaction and quick back-and-forth

Key Qualifications:

Proven experience supporting a US-based executive or owner remotely

Excellent written and spoken English

Clear, calm communicator who is easy to work with and receptive to feedback

Strong judgment and ability to prioritize effectively

Highly organized and systems-oriented

Comfortab…