Senior Executive Assistant- Freelance, Remote

Department: Specialized Roles

Employment Type: Full Time

Location: Global+

Reporting To: Client via Magic

Compensation: $9.00 / hour

Description

About the ClientOur client is a well-funded, VC-backed technology company building advanced robotics and autonomy for the construction industry. Led by seasoned leaders from top autonomous systems teams, they are accelerating how the world builds critical infrastructure. The company operates at the intersection of AI, robotics, and construction, scaling fast in a high-stakes, execution-focused environment.
Why does this role exist?The executive team needs a senior-level EA who can immediately expand leadership capacity and eliminate administrative bottlenecks. Their current admin support is overextended, and junior-level help has proven insufficient for the complexity and pace of the work. This role exists to provide proactive, independent, end-to-end executive support—especially calendar operations, complex travel, expense rigor, communications, and full ownership of team offsites—so founders can stay focused on strategy and execution.

The Impact you’ll make

Executive Calendar and Meeting Operations

• Own complex calendar orchestration for 2–3 founders; anticipate needs, resolve conflicts, and build buffers
• Drive attendee coordination, agendas, materials, and pre-reads; ensure all meetings are “show-up ready”
• Proactively connect dots across leaders and teams; suggest when to consolidate or sequence related discussions

Travel and Expense Management

• Manage end-to-end travel (flights, hotels, ground) with complete itineraries and contingency planning
• Handle rapid changes and troubleshooting with minimal disruption to executive timelines
• Own expense reconciliation, receipt capture, coding, and timely submission; follow up proactively on gaps

Inbox and Communications Stewardship

• Triage executive inboxes; draft standard responses; flag true priorities and deadlines
• Track follow-ups and commitments to ensure nothing falls through the cracks
• Interface professionally with internal teams, vendors, investors, and external partners

Event and Offsite Ownership

• Independently plan and execute team offsites and corporate events from concept to debrief
• Lead venue sourcing, vendor negotiations, budget tracking, logistics, catering, A/V, and communications
• Deliver seamless experiences without hand-holding or basic how-to questions

Documents, Projects, and Stakeholder Support

• Draft and format slide decks and documents to professional standards
• Manage files and materials; assemble briefing packets and meeting books
• Coordinate board/investor scheduling, gift logistics, relationship tracking, and cross-functional follow-ups
• Track action items post-meeting and drive accountability across teams

Skills, Knowledge and Expertise

Required:

• Senior-level EA experience supporting founders/C-level executives for 5+ years; not a first or second EA role
• Proven, end-to-end ownership of team offsites and corporate events (venue/vendor selection through on-site execution and debrief)
• Demonstrated excellence in complex calendar orchestration across multiple executives and stakeholders
• Advanced experience with full-cycle travel and expense management in fast-paced, high-change environments
• Strong written communication and executive presence; able to represent leaders with discretion and judgment

Your superpowers are...

• Technical: Google Workspace or Microsoft 365 power user; expert Google/Outlook calendar management; expense tools (e.g., Expensify/Concur); travel platforms; Slack/Zoom; presentation building
• Operational: Vendor sourcing and negotiation; budget tracking; project plans, run-of-show, and debriefs; file and knowledge organization
• Communication: Crisp writing, precise meeting prep, confident stakeholder interfacing, proactive status updates
• Judgment: Independent decision-making, prioritization under pressure, ability to anticipate needs and manage trade-offs
• Traits: Type A organization, high ownership, resourceful problem-solver, calm under pressure, high discretion, low-ego team player

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