Executive Assistant - (ZR_28488_JOB)

Job Description

This is a remote position.

Schedule : 10 : 00 AM to 2 : 00 PM, Monday to Friday, 4hrs per day, 20hrs per week

Client Timezone : Eastern Time (ET)

Responsibilities

• Manage and maintain complex calendars, scheduling meetings, calls, and travel for senior leadership
• Schedule meetings with clients, vendors, representatives, and internal teams
• Coordinate internal and external communications on behalf of leadership
• Act as a gatekeeper : screen emails, prioritize requests, and ensure timely responses
• Prepare meeting materials, agendas, presentations, and briefing notes
• Liaise professionally with clients, vendors, and project stakeholders
• Assist in project coordination : track deadlines, follow up on deliverables, and escalate issues
• Help manage contracts, proposals, invoices, and administrative documentation
• Onboard new hires, ensuring a smooth and organized process
• Order materials and supplies for the office, and manage related email communications
• Create simple product and marketing designs (e.g., mugs, business cards, branded materials)
• Prepare for trade shows and networking events by scheduling meetings, coordinating attendance, and managing related logistics
• Send client follow-ups and appreciation gifts as needed
• Schedule both local and international travel for business and personal purposes
• Research, compile, and present data or reports as needed
• Oversee logistics for events, travel, and site visits
• Maintain confidentiality of sensitive information
• Take initiative on ad hoc tasks, process improvements, special projects, and other assignments as directed

Requirements

Independent Contractor Perks :

ZR_28488_JOB

Requirements

Responsibilities Manage and maintain complex calendars, scheduling meetings, calls, and travel for senior leadership Schedule meetings with clients, vendors, representatives, and internal teams Coordinate internal and external communications on behalf of leadership Act as a gatekeeper : screen emails, prioritize requests, and ensure timely responses Prepare meeting materials, agendas, presentations, and briefing notes Liaise professionally with clients, vendors, and project stakeholders Assist in project coordination : track deadlines, follow up on deliverables, and escalate issues Help manage contracts, proposals, invoices, and administrative documentation Onboard new hires, ensuring a smooth and organized process Order materials and supplies for the office, and manage related email communications Create simple product and marketing designs (e.g., mugs, business cards, branded materials) Prepare for trade shows and networking events by scheduling meetings, coordinating attendance, and managing related logistics Send client follow-ups and appreciation gifts as needed Schedule both local and international travel for business and personal purposes Research, compile, and present data or reports as needed Oversee logistics for events, travel, and site visits Maintain confidentiality of sensitive information Take initiative on ad hoc tasks, process improvements, special projects, and other assignments as directed Requirements Minimum 3–5 years of executive assistant or high-level administrative experience Experience working in architecture, interior design, creative services, or similarly fast-paced environments is a strong plus Excellent organizational, time-management, and multitasking skills Meticulous attention to detail and follow-through Strong written and verbal communication skills (English required; additional languages a plus) Advanced proficiency in MS Office Suite (Word, Excel, PowerPoint) and collaboration tools such as Google Workspace, Slack, Asana, or Trello Ability to work independently, anticipate needs, and problem-solve proactively Professional demeanor, discretion, and ability to handle sensitive or confidential information Flexibility and adaptability to shifting priorities Reliable internet connection and a suitable home office setup for virtual coordination