Senior Executive Assistant - Freelance, Remote

Department: Support & Leadership

Employment Type: Full Time

Location: Global+

Reporting To: Client via Magic

Compensation: $7.00 / hour

Description

About the Client
 A US-based entrepreneur operating across multiple entities—including a growing construction company and personal ventures—is seeking a trusted Senior Executive Assistant. The client manages a fast-moving schedule, high-volume communications, and multi-entity operations in the Pacific Time Zone. They value initiative, precision, and a partner who can anticipate needs and drive outcomes with minimal oversight.

Why does this role exist?
This role exists to create leverage for the executive by owning calendars, communications, task follow-ups, and day-to-day operations across multiple entities. The objective is to streamline workflows, maintain airtight organization, and ensure nothing falls through the cracks—especially around compliance, documentation, and stakeholder coordination. Ultimately, this role frees the executive to focus on strategic decisions and growth.

The Impact you’ll make

Executive Communications and Inbox Leadership

• Draft, edit, and send emails on behalf of the executive; manage inbox priorities and triage
• Maintain response SLAs and clear communication threads with internal and external stakeholders
• Be reachable via text and phone throughout the day for quick-turn decisions and updates

Calendar, Scheduling, and Coordination

• Fully own the executive calendar; schedule meetings and calls across time zones
• Anticipate conflicts, prepare agendas/materials, and ensure on-time participation
• Coordinate logistics and reminders to keep the day running smoothly

Task, Project, and Follow-up Management

• Translate notes into actionable tasks in Asana and track them to completion
• Take detailed meeting notes, assign owners, and manage deadlines and follow-ups
• Proactively chase updates, remove roadblocks, and escalate issues as needed

Documentation, Files, and Knowledge Management

• Organize Google Drive; maintain a clean, logical file structure and permissions
• Keep living documents, SOPs, and checklists up to date
• Ensure version control and quick retrieval of critical information

Legal/Admin and Operations Support

• Prepare, track, and file routine paperwork for LLCs, registrations, and compliance
• Maintain calendars for licenses, renewals, and filing deadlines
• Nice to have: support basic bookkeeping tasks (invoicing, payment follow-ups) and light social media posting

Skills, Knowledge and Expertise

Required:

• 5–10 years as an Executive Assistant supporting US-based executives
• Proven mastery of Gmail/Calendar management and executive correspondence
• Advanced proficiency with Google Workspace and Asana
• Demonstrated experience handling legal/admin tasks (LLC filings, registrations, compliance paperwork)
• Availability Monday–Friday, 7:00 am–4:00 pm Pacific Time and ability to work with minimal supervision
• WFH Set-Up:
  • Computer with at least 8GB RAM, an Intel i5 core processor/AMD Ryzen 5 Processor and up.
  • Internet speed of at least 40MBPS
  • Headset with an extended mic that has noise cancellation and a webcam
  • Back-up computer and internet connection
  • Quiet, dedicated workspace at home

Your Superpowers:

• Technical: Google Workspace power user (Gmail, Calendar, Drive, Docs), Asana for task/project management; strong note-taking and documentation; basic bookkeeping and social media (nice-to-have)
• Soft skills: extremely detail-oriented, proactive, anticipatory, and organized; excellent written and verbal communication; confident and professional; high discretion/confidentiality; calm under pressure; ownership mindset

You should apply if… 

• You thrive in a founder-led, fast-moving environment and enjoy switching between personal and business priorities
• You take initiative, anticipate needs, and solve problems without hand-holding
• You pride yourself on follow-through and making sure nothing falls through the cracks
• You communicate clearly, protect your executive’s time, and uphold confidentiality at all times

What to expect...

Work Setup:

• Remote position
• Must have a reliable internet connection and a quiet workspace
• Required to provide own com