Senior Executive Assistant

Scale Army Careers; United States; Remote; USD 70,000 - 120,000; Full time

Job summary

Scale Army Careers is seeking a Senior Executive Assistant to provide high-level administrative and project support to the CEO. This fully remote role requires strong organization, proactive thinking, and the ability to manage competing priorities while coordinating communications and schedules.

The role collaborates with internal teams and external stakeholders, handles calendar and inbox, travels planning, and ensures deadlines are met.

Qualifications

• Minimum 5 years supporting CEOs or C-level executives.
• Proven calendar and inbox management across busy schedules.
• Experience coordinating cross-functional projects and stakeholders.
• Excellent written and spoken communication.
• Ability to work independently in a fast-paced environment.

Responsibilities

• Coordinate the CEO’s calendar and inbox, prioritizing key tasks.
• Schedule meetings, prep materials, and follow-ups.
• Coordinate internal and external meetings with preparation.
• Draft and send executive communications on behalf of the CEO.
• Track requests and ensure action items are completed.
• Proactively anticipate scheduling and communication needs.
• Manage projects across multiple teams and stakeholders.
• Coordinate travel arrangements and itineraries.
• Support personal and administrative tasks for the CEO.
• Maintain alignment across the organization.

Skills

5+ years EA experience

Support CEO/executives

Calendar management

Project coordination

Communication skills

Travel coordination

Job description

_ This role is open to candidates based in LATAM, Africa, and Eastern Europe. Please note that as this role supports U.S.-based clients, candidates must be available to work during U.S. business hours aligned with the client’s time zone. _

Our client is a growing organization seeking an experienced Senior Executive Assistant to provide high-level administrative, operational, and project support to the CEO. As the organization continues to evolve, they need a highly organized and proactive professional who can help manage competing priorities, coordinate communication, and ensure important tasks and projects continue moving forward.

Role Overview

The Senior Executive Assistant will serve as a trusted support partner to the CEO, managing calendar and inbox priorities while coordinating projects, communications, meetings, travel, and administrative responsibilities.

The Senior Executive Assistant will act as a key point of coordination between the CEO, internal teams, and external stakeholders, helping ensure deadlines are met, information flows efficiently, and important priorities do not fall through the cracks.

This role is ideal for an experienced Executive Assistant who is comfortable operating independently in a fast-paced environment, anticipates needs, exercises strong judgment, and can effectively balance executive support, project coordination, and personal assistance.

Location

Fully Remote | 9:00 AM - 5:00 PM EST

Key Responsibilities

Executive Calendar & Inbox Management

• Manage the CEO’s calendar, including scheduling meetings, resolving conflicts, and protecting time for key priorities.

• Coordinate internal and external meetings while ensuring appropriate preparation and follow-up.

• Monitor and organize the CEO’s inbox, identifying and prioritizing important communications.

• Draft email responses and other correspondence on behalf of the CEO when appropriate.

• Track important requests, commitments, and follow-ups to ensure action items are completed.

• Proactively anticipate scheduling and communication needs rather than waiting for direction.

Project Coordination & Execution

• Coordinate projects and initiatives across multiple teams and stakeholders.

• Track project timelines, deliverables, deadlines, and outstanding action items.

• Follow up with team members to ensure commitments and deadlines remain on track.

• Keep the CEO informed of project progress, risks, delays, and important developments.

• Help coordinate resources and information required to move projects forward.

• Maintain visibility across multiple concurrent priorities and proactively identify potential blockers.

Internal & External Communication

• Act as a key point of contact between the CEO and internal teams.

• Coordinate communication with external stakeholders on behalf of the CEO.

• Draft and distribute meeting agendas, follow-up emails, updates, and other executive communications.

• Ensure relevant information reaches the appropriate stakeholders efficiently.

• Maintain professional and organized communication across executive, team, and external interactions.

Meeting & Travel Coordination

• Organize meetings, conferences, and other executive commitments.

• Prepare agendas, documents, and supporting materials ahead of meetings.

• Coordinate travel arrangements, itineraries, reservations, and related logistics for business trips.

• Ensure the CEO has the necessary information and materials for meetings and travel.

• Track post-meeting action items and coordinate follow-ups where required.

Personal & Administrative Support

• Support the CEO with personal administrative responsibilities, appointments, and projects.

• Coordinate personal and professional schedules to help maintain effective time management.

• Handle administrative requests with discretion, accuracy, and appropriate prioritization.

• Maintain organized documentation and information related to executive responsibilities.

• Adapt quickly as priorities and requirements change.

Team Coordination & Operational Support

• Help maintain alignment between the CEO and internal teams.

• Follow up on tasks, deliverables, and requests assigned across the organization.

• Support team members with coordination and administrative needs when appropriate.

• Help ensure resources, information, and documentation are available to maintain workflow.

• Identify opportunities to improve administrative processes and executive workflows.

• Take ownership of operational details that allow the CEO to remain focused on strategic priorities.

Qualifications

Experience

• 5+ years of experience as an Executive Assistant, Senior Executive Assistant, or similar executive support professional.

• Proven experience directly supporting CEOs or other C-level executives.

• Significant hands‑on experience managing complex executive calendars and inboxes.

• Experience coordinating projects, deadlines, and deliverables across multiple stakeholders.

• Experience managing executive meetings, travel arrangements, and administrative logistics.

• Experience drafting professional communications on behalf of senior executives.

• Experience operating in fast‑paced, high-demand environments with competing priorities.

Skills

• Exceptional organizational and time-management skills with the ability to manage multiple priorities simultaneously.

• Strong calendar and inbox management capabilities.

• Strong project coordination and follow-through skills.

• Excellent written and verbal communication skills.

• Strong attention to detail and commitment to accuracy.

• Ability to anticipate needs, identify potential issues, and act proactively.

• Strong judgment when prioritizing executive requests and responsibilities.

• Ability to work independently without requiring constant direction.

• Comfortable handling confidential and sensitive executive information with discretion.

• Proficiency with Microsoft Office and Google Workspace.

• Ability to coordinate effectively across executives, internal teams, and external stakeholders.

• Adaptable and comfortable working in a fast-paced environment where priorities may change quickly.

What Success Looks Like

• The CEO’s calendar remains organized, strategically prioritized, and free from avoidable conflicts.

• The CEO’s inbox is efficiently managed, with important communications identified and addressed promptly.

• Meetings are properly coordinated, prepared for, and followed up on.

• Projects and cross-functional initiatives remain organized and progress according to established timelines.

• Action items, deadlines, and commitments are consistently tracked through completion.

• Internal teams receive timely information and remain aligned with executive priorities.

• Business and personal travel arrangements are coordinated accurately and efficiently.

• Executive communications are professional, accurate, and handled with appropriate judgment.

• Administrative responsibilities are completed proactively without requiring constant follow-up.

• The CEO can confidently rely on the Senior Executive Assistant to maintain organization across competing priorities.

Opportunity

This role offers the opportunity to become a trusted partner to executive leadership while taking ownership of critical administrative, communication, and project coordination responsibilities.

As the Senior Executive Assistant , you will have direct visibility into executive priorities and cross-functional initiatives while helping create the structure and organization necessary for the CEO and broader team to operate effectively.

For an experienced Executive Assistant who thrives on organization, proactive problem-solving, and high-level executive support, this role provides the opportunity to make a meaningful impact while continuing to expand their operational responsibilities.