Remote Executive Asisstant (english)

Impact Hire; United States; Remote; MXN 965,000 - 1,337,000; Full time

Job summary

Impact Hire is seeking a highly detail-oriented Executive Assistant to support our fast-growing startup. This fully remote, full-time role focuses on executive calendar management, professional communication, and meticulous note-taking to support leadership.

You will help maintain SOPs, coordinate travel, and drive cross-functional initiatives, ensuring accuracy, organization, and timely delivery in a structured, process-driven environment.

Qualifications

• Experience supporting executives with calendar and email management.
• Strong written and spoken communication.
• Detail-oriented and organized with consistent follow-through.

Responsibilities

• Manage executive calendars and inbox communications.
• Draft documents and correspond professionally.
• Take detailed meeting notes and share summaries.
• Coordinate travel and events.
• Maintain SOPs and data records.
• Support cross-functional initiatives and deadlines.

Skills

Calendar management

Meeting notes

Travel coordination

Executive support

Documentation

SOP maintenance

Cross-functional collaboration

Tools

Excel

Word

Outlook

Task management systems

Job description

We are seeking a highly detail-oriented and dependable Executive Assistant to support our fast-

growing organization. This role is ideal for someone who thrives in structured environments,

values precision, and takes pride in producing consistent, high-quality work.

You will play a critical role in ensuring smooth day-to-day operations by managing

administrative and operational responsibilities with accuracy and professionalism. Success in this

role requires patience, strong organizational skills, and the ability to follow established processes

while maintaining a high standard of execution.

This position is designed for someone who wants to grow into a trusted expert within a stable,

process-driven environment, supported by clear training, coaching, and ongoing development.

At the same time, we are a fast-paced, growth-focused startup. This can be the most rewarding

role for someone who is adaptable, proactive, and team-oriented—or frustrating for someone

who struggles with change and evolving priorities. We value transparency, ownership, and

commitment to excellence.

Key Responsibilities

• Manage executive calendars, scheduling, and inbox communications
• Draft documents and correspond professionally with internal and external stakeholders
• Take detailed meeting notes and distribute clear summaries
• Coordinate travel and organize calendar events
• Plan and execute virtual events
• Maintain and update SOPs, data systems, and administrative records
• Project manage cross-functional initiatives to ensure deadlines and deliverables are met
• Handle multiple priorities simultaneously while maintaining accuracy
• Remain highly responsive and available during work hours
• Utilize tools such as Excel, Word, Outlook, and task management systems
• Proactively anticipate needs, identify potential issues, and resolve them before escalation
• Support problem-solving and conflict resolution on behalf of leadership

Decision-Making and Adaptability

This role requires strong judgment and the ability to make sound decisions, sometimes under

time pressure. You will often act as an extension of leadership, which means your ability to

assess situations and respond appropriately is critical.

• Demonstrates strong decision-making skills within defined parameters
• Able to prioritize effectively when multiple demands compete for attention
• Maintains composure and clarity under time-sensitive situations
• Exercises good judgment aligned with company standards and leadership expectations
• Adapt quickly to shifting priorities in a fast-paced environment
• Balances structure with flexibility when circumstances change

Confidentiality and Discretion

As a trusted partner to leadership, this role requires the highest level of professionalism,

discretion, and integrity. You will have access to sensitive information and are expected to handle

it with absolute care.

• Maintains strict confidentiality of all company and executive information
• Exercises discretion in all communications and decision-making
• Handles sensitive situations with professionalism and sound judgment
• Understands the importance of trust and acts with integrity at all times
• Protects organizational and client information without exception

Job Characteristics

• Works at a steady, methodical pace with a strong focus on accuracy and quality
• Comfortable following structured processes and completing tasks sequentially
• Operates within established systems, standards, and procedures
• Communicates based on developed expertise and role knowledge
• Makes decisions within clearly defined guidelines, prioritizing team outcomes
• Committed to continuous learning, skill development, and mastery of the role
• Collaborative, supportive, and structured in approach
• Encourages high-quality, consistent output from others when applicable

Fully remote, full-time position (40 hours per week)

Must be available Monday-Friday, 9:00 AM - 6:00 PM (East Coast hours)

Open to candidates based anywhere, provided availability aligns with EST