Remote Executive Assistant | Calendar & Travel Pro

Talentoma; Baltimore (MD); Remote; USD 44,000 - 63,000; Full time

Benefits offered by this job

Fully remote from home in Maryland

Health coverage and leave

Bonus opportunities

Stipends

Job summary

Talentoma is seeking an Executive Assistant to support executives with scheduling, travel research, and correspondence. This fully remote role is based in Maryland, USA, with a 40-hour weekly commitment and flexible shift times.

You will manage calendars, draft meeting notes, prepare agendas, and coordinate with participants and external meeting attendees using Outlook, Google Docs, and monday.com. Strong written/verbal communication is essential.

Qualifications

• High school diploma or equivalent.
• No experience required; related experience supporting calendars, meetings, or office tasks is preferred, including volunteering or school activities.
• Familiarity with executive scheduling, meeting preparation, travel research, and expense reports, with an understanding of when an approval is needed.
• Basic comfort using a scheduling/calendar tool such as Microsoft Outlook and checking invitations for missing or conflicting information.
• Willingness to learn a project management tool such as monday.com and a word processor such as Google Docs.
• Clear written and verbal communication for confirming instructions, preparing concise updates, and asking focused questions when requests are incomplete.
• Careful handling of private executive information and sound judgment about sharing meeting details only with appropriate participants.
• A reliable computer, high-speed internet, and quiet private workspace, plus availability for the 40-hour weekly commitment and agreed working days and shift times.
• Authorization to work in the United States.

Responsibilities

• Review incoming executive requests through shared email and assigned task lists, identify the requested outcome, and confirm missing details before arranging next steps.
• Check requested dates, participant availability, meeting purpose, and preparation needs using a scheduling and calendar tool such as Microsoft Outlook, flagging conflicts before sending invitations.
• Maintain executive calendars, update invitations when plans change, and communicate confirmed arrangements to participants so everyone receives consistent information about the meeting.
• Prepare meeting agendas from executive instructions, assemble reference materials, and check that participants receive the correct links and current versions before each meeting.
• Draft routine correspondence and meeting notes using a word processor such as Google Docs, checking names, dates, wording, and formatting before requesting approval.
• Research travel options, compare routes and accommodation details, and prepare proposed itineraries for approval without making independent decisions outside assigned purchasing permissions.
• Organize submitted expense receipts, enter details into expense reports, and ask the executive to clarify missing information before forwarding reports for internal review.
• Track assigned requests, owners, deadlines, and progress using a project management tool such as monday.com, keeping the task history clear for team handoffs.
• Follow up on unanswered requests and approaching deadlines, escalating calendar conflicts, unclear priorities, or delayed approvals to the administrative team lead with relevant context.
• Close completed requests after confirming the outcome; quality is judged by accurate arrangements, timely turnaround, complete notes, and dependable follow-up on outstanding actions.

Skills

Executive scheduling

Meeting preparation

Calendar management

Travel research

Expense reports

Communication

Proactive follow-up

Education

High school diploma

Tools

Microsoft Outlook

Google Docs

monday.com

Job description

Talentoma is seeking an Executive Assistant to support executives with scheduling, travel research, and correspondence. This fully remote role is based in Maryland, USA, with a 40-hour weekly commitment and flexible shift times.

You will manage calendars, draft meeting notes, prepare agendas, and coordinate with participants and external meeting attendees using Outlook, Google Docs, and monday.com. Strong written/verbal communication is essential.