Executive Administrative Assistant

Weeks Grp, LLC; United States; À distance; USD 65 000 - 80 000; Plein temps

Résumé du poste

Weeks Group, LLC is seeking a highly experienced Executive Assistant to support a fast-moving executive. This remote role may be structured as full-time or part-time and requires excellent calendar and travel-management skills across time zones.

The ideal candidate has 10+ years of executive-support experience, superb organizational abilities, and a strong sense of discretion, urgency, and accuracy in all communications and logistics.

Qualifications

• At least 10 years of executive-support experience.
• Significant experience managing complex calendars and frequent domestic and international travel.
• Ability to work in a fast-paced, high-expectation environment.
• Exceptional organization, attention to detail, and follow-through.
• Strong judgment, maturity, professionalism, and discretion.
• Ability to work independently and make sound decisions without constant direction.
• Comfort with direct communication and candid feedback.
• Proficiency with Microsoft 365 or Google Workspace, video-conferencing platforms, and cloud-based file systems.

Responsabilités

• Coordinate extremely active calendars and travel across multiple time zones.
• Manage emails, prioritize urgent matters, and draft routine correspondence.
• Prepare agendas, briefing materials, and reports for executive meetings.
• Capture decisions, action items, and follow up with internal and external parties.
• Maintain organized digital records and filing systems.
• Assist with occasional personal appointments or logistical needs.

Connaissances

Calendar management

Travel coordination

Email management

Organizational skills

Discretion

Independent decision-making

MS 365 / Google Workspace

Outils

Microsoft 365

Google Workspace

Description du poste

Weeks Group, LLC is a leading data center construction and consulting firm committed to innovation, quality, execution, and client satisfaction. We deliver high-impact solutions for the fast-moving data center industry, and as we continue to grow, we are looking for a skilled and detail-oriented TAto join our dream team.

We are not headhunters. We do not simply fill seats. We are a team of industry experts who thrive on solving problems, creating clarity, and getting things done. This role is for someone who takes ownership, values accuracy, understands the importance of strong financial systems, and wants to support a growing company doing meaningful work in the data center construction industry.

Our Values

We Answer the Call

Integrity. Honesty. Trust. Nimbleness.

We Don’t Take No for an Answer

We Solve Problems

Experts on the side of the solution.

We Expect the Best from Each Other

Teamwork. Communication. Ownership.

We BTFM

Innovation. High standards. Disdain for mediocrity.

Executive Assistant — Remote, potential for Full-Time or Part-Time.

We are seeking a highly experienced, driven, and proactive Executive Assistant to support a direct, fast-moving executive with an intense schedule and frequent travel. This role requires someone who takes ownership, pursues results, and ensures important details and commitments never fall through the cracks.

The successful candidate will have at least 10 years of executive-support experience and be comfortable working with a decisive executive who communicates candidly, maintains high standards, and expects accuracy, urgency, and consistent follow-through.

This is a remote, work-from-home position that may be structured as full-time or part-time, depending on the candidate and the executive’s needs.

Key Responsibilities

Calendar and priority management

• Manage an extremely active and frequently changing calendar.
• Coordinate meetings, appointments, calls, events, and selected personal commitments across multiple time zones.
• Anticipate scheduling conflicts, protect priority work, and ensure the executive’s time is used effectively.
• Confirm appointments and provide reminders, directions, preparation materials, and background information.
• Respond quickly to last-minute schedule changes.
• Keep the executive aware of upcoming deadlines, commitments, and decisions.
• Manage frequent and sometimes complex domestic and international travel.
• Research and book flights, hotels, ground transportation, dining reservations, and other arrangements.
• Prepare detailed, easy-to-follow itineraries containing confirmations, schedules, addresses, and contact information.
• Monitor flights and respond quickly to delays, cancellations, missed connections, and itinerary changes.
• Coordinate travel across different cities, countries, and time zones.
• Maintain the executive’s travel preferences, loyalty accounts, passport information, visas, and related documentation.
• Track and organize travel expenses, receipts, reimbursements, and credits.
• Remain reachable when necessary to resolve time-sensitive travel problems.

Email and communications

• Monitor, organize, and prioritize a high volume of email.
• Identify urgent matters, important requests, deadlines, and items requiring the executive’s attention.
• Draft routine correspondence and prepare suggested responses.
• Track unanswered messages and proactively follow up until matters are resolved.
• Communicate clearly, concisely, and professionally on the executive’s behalf.
• Maintain organized inboxes, contacts, folders, and distribution lists.

Meeting and project support

• Prepare agendas, briefing materials, reports, presentations, and other documents.
• Capture decisions, commitments, action items, and next steps.
• Follow up persistently with internal and external parties to keep work moving.
• Conduct research and provide concise summaries and recommendations.
• Coordinate meetings, events, conferences, and special projects.
• Maintain project timelines, checklists, files, and status updates.

Administrative and operational support

• Maintain organized digital records and filing systems.
• Prepare, format, proofread, and distribute documents.
• Manage contact lists, subscriptions, memberships, records, and renewals.
• Complete expense reports and track invoices, receipts, credits, and reimbursements.
• Coordinate with vendors, contractors, service providers, and other stakeholders.
• Order supplies, meals, gifts, and other business necessities.
• Document recurring processes and identify ways to improve efficiency.
• Assist with occasional personal appointments, reservations, purchases, or other logistical needs.

Required Qualifications

• At least 10 years of experience supporting senior executives, business owners, entrepreneurs, or other demanding leaders.
• Significant experience managing complex calendars and frequent domestic and international travel.
• A demonstrated ability to work successfully in a fast-paced, high-expectation environment.
• Exceptional organization, attention to detail, and follow-through.
• Strong judgment, maturity, professionalism, and discretion.
• Ability to work independently and make sound decisions without constant direction.
• Confidence receiving candid feedback and communicating directly and respectfully.
• Proficiency with Microsoft 365 or Google Workspace, video-conferencing platforms, and cloud-based file systems.
• A dependable home-office setup and reliable high-speed internet.

Working Style and Personal Qualities

The executive is highly driven, decisive, direct, and frequently traveling. The pace is intense, priorities may change quickly, and communication is straightforward. The successful candidate will view this environment as energizing and will respond with urgency, resilience, and a solutions-focused mindset.

We are looking for someone who:

• Is highly motivated and personally driven to achieve results.
• Takes ownership and follows assignments through to completion.
• Anticipates needs rather than waiting to be told what to do.
• Pursues answers, decisions, and deliverables persistently.
• Moves quickly while maintaining accuracy and attention to detail.
• Remains calm and resourceful when plans change.
• Is comfortable with direct communication and candid feedback.
• Knows when to act independently and when to clarify an issue.
• Can push back diplomatically or raise concerns when appropriate.
• Is reliable, responsive, accountable, and trustworthy.
• Respects confidentiality and handles sensitive information carefully.
• Wants to build a trusted, long-term working relationship.

Schedule and Availability

• Remote, work-from-home position.
• May be structured as full-time or part-time, based on experience and availability.
• The executive maintains an intense schedule and travels frequently, so flexibility and responsiveness are essential.
• Some availability outside traditional business hours may occasionally be required for urgent travel or scheduling matters.
• Specific working hours and expectations will be established in advance.

Compensation

The anticipated salary range is $65,000–$80,000 per year, depending on experience, qualifications, schedule, and final scope of responsibilities. Compensation for a part-time arrangement would be adjusted proportionately.