Executive Assistant

Talentify; Raleigh (NC); Remote; USD 70,000 - 100,000; Full time

Job summary

Talentify is seeking an Executive Assistant to support senior leadership remotely in US business hours. You will act as a gatekeeper, coordinate calendars, travel, and communications, and ensure executives stay focused on high-impact work.

The role emphasizes proactive problem-solving, meticulous organization, and professional cross-stakeholder collaboration across time zones. Remote, full-time with flexible hours to align US client needs.

Qualifications

• Experience supporting senior leaders in a fast-paced environment.
• Ability to manage complex calendars across multiple time zones.
• Strong written and verbal communication with a gatekeeper mindset.

Responsibilities

• Manage executive calendars and scheduling across time zones.
• Draft, edit, and send emails and memos; screen inbox/calls.
• Prepare meeting agendas, briefing materials, and follow-up notes.
• Coordinate domestic and international travel and logistics.
• Track priorities, deadlines, and deliverables; support decision-making with info.

Skills

Calendar management

Executive support

Email management

Communication

Time zone coordination

Problem solving

Tools

Google Calendar

Microsoft Outlook

Job description

Executive Assistant (EA) - Remote U.S. Hours Calendar, Travel, Executive Support

Position Type: Full-Time, Remote

Working Hours: U.S. Client Business Hours (flexibility required)

About the Role

We're hiring a high-performing Executive Assistant to support senior leadership in a fast-paced, high-accountability environment.

This is not a basic admin role.

You'll act as a gatekeeper, operator, and strategic partner - ensuring executives stay focused on high-impact work while you handle execution, coordination, and communication.

If you're someone who anticipates needs, solves problems before they happen, and thrives under pressure, this role puts you at the center of decision-making.

What You'll Own

Calendar & Scheduling Management

• Manage complex executive calendars across multiple time zones
• Prioritize requests, resolve conflicts, and optimize time usage
• Coordinate meetings using:
• Google Calendar
• Microsoft Outlook
• Ensure executives are always prepared and never double-booked

Communication & Executive Support

• Draft, edit, and send professional emails and memos
• Screen inbox, calls, and requests - escalation only what matters
• Act as a liaison between executives, clients, and internal teams
• Maintain clear, professional communication across stakeholders

Meeting Preparation & Follow-Up

• Prepare agendas, talking points, and briefing documents
• Gather and synthesize key information before meetings
• Take notes, track action items, and ensure follow-through
• Keep executives aligned on priorities and outcomes

Travel & Logistics

• Coordinate domestic and international travel
• Book flights, hotels, and transportation
• Build detailed itineraries and manage last-minute changes
• Handle expense tracking and reimbursements

Project & Priority Management

• Track executive priorities and ongoing initiatives
• Follow up with teams to ensure deadlines are met
• Conduct research and prepare reports or summaries
• Support decision-making with structured information

Administrative Operations

• Maintain organized digital filing systems
• Manage document versions, approvals, and workflows
• Handle confidential information with discretion
• Support onboarding/offboarding for senior roles

What Success Looks Like

• Executive calendars run flawlessly
• No missed meetings, delays, or communication gaps
• Executives stay focused on strategy - not admin work
• Tasks are anticipated and handled proactively