Provide dedicated administrative support to a C-suite executive: manage calendars and emails, coordinate meetings and logistics across time zones, maintain CRM records (preferably HubSpot), prepare documents and presentations, track action items and deadlines, and assist with special projects while maintaining confidentiality.
This is a remote position.
About the Role:
We are seeking a highly organized and proactive Executive Assistant to provide dedicated support to a busy C-suite executive. This role is ideal for someone who thrives in a fast-paced environment, excels at managing multiple priorities, and can anticipate the needs of senior leadership while maintaining confidentiality and professionalism.
Schedule: Monday to Friday, 8:00 AM – 5:00 PM PST (Pacific Time)
Work Setup: Remote
Employment Type: Full-Time
Key Responsibilities:
- Provide comprehensive administrative support to C-suite executives.
- Manage calendars, schedule meetings, and coordinate appointments across multiple time zones.
- Handle email management, prioritize communications, and draft correspondence as needed.
- Coordinate internal and external meetings, ensuring all logistics are in place.
- Organize documents, reports, presentations, and other executive materials.
- Maintain and update CRM records, preferably using HubSpot (or a similar CRM platform).
- Track action items, follow up on deadlines, and ensure timely completion of tasks.
- Assist with special projects and perform additional administrative duties as required.
Requirements
Qualifications:
- Proven experience supporting C-suite executives as an Executive Assistant or in a similar high-level administrative role.
- Strong organizational and time management skills with exceptional attention to detail.
- Experience using HubSpot CRM is highly preferred. Candidates with equivalent CRM experience are also encouraged to apply.
- Excellent written and verbal English communication skills.
- Ability to handle sensitive and confidential information with discretion.
- Proficient in Microsoft Office and/or Google Workspace.
- Self-motivated, resourceful, and capable of working independently in a remote environment.
Preferred Qualifications:
- Previous experience supporting executives in a fast-paced or growing organization.
- Strong problem-solving skills with the ability to anticipate executive needs.
- Experience coordinating multiple priorities while maintaining a high level of accuracy.
What We're Looking For:
We're looking for someone who is proactive, dependable, and thrives on keeping executives organized and productive. If you're a detail-oriented professional with experience supporting senior leadership and are comfortable working with CRM systems like HubSpot, we'd love to hear from you.
Similar Jobs
.png)
Healthtech • Social Impact • Telehealth
Provide high-touch operational support to the founders: manage calendars, travel, onboarding, HR workflows, NYC office operations, event coordination, meeting materials, triage communications, and ad hoc projects to keep the company running smoothly.
Software
Provide high-level administrative support to senior executives including complex calendar management, meeting and event logistics, office/shared-space management, preparation/editing of correspondence and presentations, and coordination of company-wide events. Act as liaison for internal and client meetings, manage confidential information with discretion, and lead special projects from conception to execution.
Top Skills:
Google Suite
Fintech • Insurance • Payments • Financial Services
Provide executive and administrative support to the Vice-President and leadership team: manage calendars, travel and expenses, organize documents and meetings, prepare presentations and dashboards, track approvals and budgets, support internal communications, draft/translate/proofread executive documents, and recommend process improvements.
Top Skills:
ExcelLinkedInMicrosoft CopilotOnenoteOutlookPowerPointSalesforceTeamsWord
What you need to know about the Ottawa Tech Scene
The capital city of Canada and the nation's fourth-largest urban area, Ottawa has proven a rapidly growing global tech hub. With over 1,800 tech companies, many of which are leaders in their sectors, the city's tech talent now makes up more than 13 percent of its total workforce. This growth is driven not only by the big players like UL Solutions and Dropbox, but also by a thriving startup ecosystem, as new businesses emerge to follow in the footsteps of those that came before them.
