Remote Executive Assistant

Description

Public Minds USA is seeking a highly organized, proactive, and dependable Remote Executive Assistant to the CEO to provide direct administrative and operational support to the company's Chief Executive Officer.

The role involves managing the CEO's calendar and daily schedule, coordinating meetings and appointments, handling email correspondence, preparing meeting agendas, taking notes, and ensuring action items and important tasks are properly tracked. The successful candidate will also assist with gathering and compiling information from various sources, preparing reports and spreadsheets, organizing records, and presenting key findings and insights to support the CEO's day-to-day activities and decision-making.

The ideal candidate must have excellent written and verbal English communication skills, strong organizational and time-management abilities, and proficiency in Microsoft 365, Google Workspace, Excel, and Google Sheets. Experience with calendar management, meeting coordination, online collaboration tools, and administrative documentation is highly desirable.

This position requires someone who can work independently, take ownership of responsibilities, anticipate priorities, manage multiple tasks, and respond promptly without requiring constant supervision. The candidate must be available to work according to U.S. Eastern Time (ET) and be comfortable coordinating across multiple time zones. Professionalism, discretion, attention to detail, and the ability to handle confidential executive and business information are essential.

Previous experience as an Executive Assistant, Personal Assistant, Secretary, or in an administrative support role is preferred but not mandatory. Graduates from any academic discipline, including fresh graduates with exceptional communication and organizational skills, are encouraged to apply.

Responsibilities

Key Responsibilities
 

• Manage and maintain the CEO's calendar and daily schedule, ensuring effective coordination of meetings, appointments, and priorities.
• Coordinate meetings across multiple time zones, prepare agendas, take meeting notes, and track action items to ensure timely completion.
• Handle email and inbox management, organize correspondence, and help prioritize incoming communications.
• Coordinate travel arrangements, appointments, and schedules to optimize the CEO's time and availability.
• Prepare, edit, and format professional documents, reports, spreadsheets, and presentations.
• Gather, compile, and organize data from multiple sources, prepare reports, and communicate key findings and insights to support executive decision-making.
• Track and manage expenses, invoices, reimbursements, and other administrative records.
• Support project and task management by monitoring deadlines, tracking deliverables, and providing progress updates.
• Manage and organize digital files, business records, contacts, and documentation.
• Assist with social media management, including content scheduling, publishing posts, coordinating content calendars, and maintaining the company's social media presence.
• Create and edit basic marketing graphics, presentations, and social media visuals using tools such as Canva or similar design platforms.
• Utilize virtual communication, calendar management, and collaboration tools such as Google Workspace, Microsoft 365, Calendly, Zoom, and Microsoft Teams to ensure seamless coordination.
• Maintain a reliable and productive remote work setup with stable, high-speed internet connectivity.
• Handle confidential executive and company information with the highest level of professionalism and discretion.
• Work independently, anticipate the CEO's needs, manage competing priorities, and take ownership of assigned responsibilities.
• Communicate clearly and professionally with internal and external stakeholders, both verbally and in writing.

Experience

1 Year

Apply By

Dec 4, 2026

Required Skills

• Calendar Management
• Email and Inbox Management
• Travel Coordination
• Meeting planning and coordination
• Microsoft 365 And Google Workspace
• Document Preparation and Editing
• Expense and Invoice Management
• Project and Task Management
• Virtual Communication And Collaboration Tools
• Confidential Information Management
• Calendly and time-zone coordination
• Administrative and Executive Support
• Graphic Design
• Social Media Management
• Expert in chatgpt