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, including scheduling, rescheduling, and coordinating appointments and meetings.
• Plan and coordinate meetings across different time zones, resolve scheduling conflicts, and ensure all participants are informed.
• Prepare meeting agendas, organize relevant materials, take meeting notes, and track action items to ensure timely completion.
• Manage email correspondence, messages, and administrative communications on behalf of the CEO.
• Gather, compile, and organize information from multiple sources into structured reports, spreadsheets, and summaries.
• Review compiled data, identify key insights and trends, and communicate findings to support the CEO's decision-making.
• Provide day-to-day secretarial and administrative support, including document preparation, data entry, and record management.
• Organize and prioritize tasks, manage deadlines, and ensure important responsibilities are completed independently.
• Serve as a reliable point of contact for internal and external communications, ensuring professional and timely responses.
• Maintain organized digital files, business records, contacts, and documentation for easy access and reference.
• Handle confidential business and executive information with the highest level of discretion and professionalism.
• Proactively identify opportunities to improve administrative workflows, organization, and overall efficiency in the CEO's daily operations.
• Maintain a reliable and productive work-from-home setup with a stable, high-speed internet connection to ensure uninterrupted remote operations.

Experience

1 Year

Apply By

Nov 14, 2026

Required Skills

• Calendar Management
• Meeting planning and coordination
• Microsoft 365 And Google Workspace
• Cross-time-zone meeting coordination and conflict resolution
• Agenda Preparation and Action-Item Tracking
• Data Entry And Data Compilation
• Task management and prioritization
• Administrative and Executive Support
• Written Communication
• Verbal Communication
• Discretion and Confidentiality

Nice to Have Skills

• Time management
• Remote Work Proficiency