Remote Executive Assistant: Scheduling & Coordination

Talentoma; New York (NY); Remote; USD 47,000 - 63,000; Full time

Benefits offered by this job

Health insurance

Paid leave

401(k)

Bonus opportunities

Stipends

Job summary

Talentoma in the United States (New York) is hiring a fully remote Executive Assistant to support senior leaders. The role reviews requests, manages calendars, coordinates meetings and travel, and keeps tasks moving in a fast-paced environment.

You will work with Calendly, ClickUp, and Airtable, participate in onboarding, and maintain sensitive information with discretion. A 40-hour week is required with variable shifts; strong communication and reliable home office setup are essential.

Qualifications

• High school diploma or equivalent.
• No experience required; related experience preferred in executive assistance, office coordination, or remote administrative work.
• Familiarity with executive scheduling, meeting agendas, business travel coordination, and handling sensitive information with discretion.
• Ability to use a scheduling and calendar system such as Calendly for invitations, updates, and availability confirmation.
• Ability to use a project management platform such as ClickUp to track assigned tasks and follow-up actions.
• Ability to use spreadsheets and data entry tools such as Airtable to maintain accurate administrative trackers.
• Strong written and verbal communication for clear messages with executives, internal contacts, and external meeting participants.
• Reliable computer, high-speed internet, quiet private workspace, and availability for the 40-hour weekly commitment and agreed working days and shift times.
• Authorization to work in the United States.
• Fully remote work from home within New York, United States.
• Structured onboarding and training on Calendly, ClickUp, Airtable, and established executive support workflows.
• Regular check-ins with the executive support team lead for priorities, guidance, and development discussions.
• Opportunities to build skills in executive scheduling, confidential coordination, meeting preparation, prioritization, and business travel support.

Responsibilities

• Review incoming executive requests from email, phone messages, shared queues, and meeting participants, then sort items by urgency, purpose, and required follow-up.
• Maintain executive calendars using a scheduling and calendar system such as Calendly, confirming meeting details, attendee availability, virtual links, and agenda needs.
• Coordinate virtual meetings, send accurate invitations, track responses, and communicate changes promptly to executives and attendees.
• Prepare meeting agendas, briefing outlines, reminder messages, and action-item summaries using information provided by internal contacts.
• Arrange business travel details, maintain itinerary updates, and share changes with the executive and approved contacts.
• Enter request status, meeting details, task ownership, and follow-up dates in a project management platform such as ClickUp.
• Use spreadsheets and data entry tools such as Airtable to organize approved contact details, event lists, priority trackers, and administrative updates.
• Respond professionally to routine questions about meeting logistics, availability, and requested information while protecting sensitive business information.
• Follow up with department contacts when information is missing, and elevate urgent schedule conflicts or unresolved executive requests to the executive support team lead.
• Maintain organized task notes and clear handoffs so colleagues can understand request status, outstanding actions, and next contacts.
• Meet quality expectations through accurate scheduling, timely turnaround, complete notes, careful follow-up, and courteous communication.

Skills

Written communication

Verbal communication

Remote work readiness

Team coordination

Prioritization

Education

High school diploma or equivalent

Tools

Calendly

ClickUp

Airtable

Job description

Talentoma in the United States (New York) is hiring a fully remote Executive Assistant to support senior leaders. The role reviews requests, manages calendars, coordinates meetings and travel, and keeps tasks moving in a fast-paced environment.

You will work with Calendly, ClickUp, and Airtable, participate in onboarding, and maintain sensitive information with discretion. A 40-hour week is required with variable shifts; strong communication and reliable home office setup are essential.