Executive Assistant - (ZR_28488_JOB)

This is a remote position.

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

• Permanent work-from-home
• Immediate hiring
• Steady freelance job