Remote Executive Assistant to Senior Execs | Flexible Hours

SmartPA; United States; Remote; USD 12,000 - 24,000; Full time

Benefits offered by this job

Competitive salaries

Yearly bonuses

Flexitime

33 day annual leave

Department incentives

Employee Assistance Programme

Job summary

SmartPA is seeking an Executive Assistant to support a key client account with bespoke diary management across multiple time zones, international travel planning, and confidential stakeholder handling. You will join the COE and become part of a dynamic, client-focused team delivering high-impact support daily.

You will work in a fast-paced environment, develop processes, and collaborate with senior stakeholders to ensure smooth operations, events, and continuous improvement.

Qualifications

• Minimum 2 years' proven experience as an Executive Assistant or PA supporting senior executives and multiple stakeholders (Director, Partner or C-suite level).
• Proven complex diary management across multiple time zones, and end-to-end international travel planning and booking.
• Advanced proficiency in Microsoft Office, including Outlook, Word, Excel, PowerPoint and Teams.
• Excellent written and spoken English.
• Demonstrated discretion and sound judgement handling highly confidential information.
• Experience working in a fast-paced, evolving environment with competing priorities.
• EA experience in private equity, investment, finance, consulting, legal or professional services.
• Experience leading, mentoring or onboarding other EAs or administrators, or ambition to grow into a Team Lead role.
• Experience providing remote or virtual executive support.
• Experience coordinating corporate events, webinars or board and committee meetings.
• Practical use of AI tools to streamline drafting, scheduling or admin tasks.

Responsibilities

• Provide dedicated EA support to senior stakeholders, including complex diary management across multiple stakeholders and time zones.
• Plan and book international travel, including flights, accommodation and ground transport.
• Coordinate internal and external meetings, book meeting rooms and prepare materials.
• Process expenses and invoices accurately with the finance team.
• Handle ad hoc personal tasks for stakeholders with discretion and sound judgement.
• Maintain accurate client and contact records in the client systems.
• Maintain strict confidentiality of highly sensitive business, investment and legal information.
• Collaborate with EA team to provide coverage during peak workloads and absences.
• Coordinate team events, client events, webinars and year-end functions.
• Support with general operational administration such as document formatting and file management.
• Support investment teams through fast-moving diaries and frequent contact with portfolio company founders/CEOs.
• Assist with compliance process administration, including tracking and coordinating with internal teams and external providers.
• Support legal team administration, including document management and meeting support.
• Contribute to client in-person events and CRM updates.
• Help shape ways of working, document processes and onboard new team members as the team grows.
• Identify opportunities to improve processes and reduce non-value-added activity.
• Suggest automation and digital tool enhancements to improve efficiency.

Skills

Diary management

Travel planning

MS Office

English proficiency

Discretion

Fast-paced environment

Private equity experience

Leadership / mentoring

Remote support

Event coordination

AI tools

Tools

Expensify

Amex GBT

Salesforce

DocuSign

Job description

SmartPA is seeking an Executive Assistant to support a key client account with bespoke diary management across multiple time zones, international travel planning, and confidential stakeholder handling. You will join the COE and become part of a dynamic, client-focused team delivering high-impact support daily.

You will work in a fast-paced environment, develop processes, and collaborate with senior stakeholders to ensure smooth operations, events, and continuous improvement.