Job Description

Sr. Executive Assistant
Full-Time | Remote
US working hours: 9:30 to 6:30 pm Eastern timezone
About Us
We are a fully independent, minority-owned creative agency based in New York. We help brands unlock their potential by creating work that starts movements, stokes fandoms, and seizes cultural moments--delivering real results for Fortune 500 companies bold enough to break convention.
We work with brands like TikTok, Lululemon, Chime, and Rivian to launch ideas that earn attention and build lasting relevance.
We're not in it for the trophies--but we're proud when the work gets noticed. From being named Ad Age's Small Agency of the Year to picking up a Grand Effie, a few Gold Lions, and more than a dozen One Show awards.
About You
We're looking for a highly organized and proactive Offshore Administrative Support professional to assist our leadership team and keep our internal operations running smoothly. If you thrive behind the scenes, love optimizing systems, have a keen eye for detail, and are eager to grow in a dynamic agency environment, we want to hear from you.
About the Role
You'll serve as a key operational partner to our leadership team, helping manage calendars, coordinate meetings, book travel, prepare documentation, and streamline day-to-day administrative functions. This is a remote role, ideally suited to someone experienced in executive support, who is comfortable juggling multiple priorities and learning new tools on the fly.
Key Responsibilities
Executive & Team Support

• Manage, own, and optimize calendars; schedule and coordinate meetings across global time zones. Our calendars move fast and the person that owns these must be flexible enough to meet the changing priorities of the business while respecting the principal's best interest.
• Provide inbox management support (filtering, drafting, organizing priorities).
• Track and follow up on meeting actions and internal deadlines.
• Book domestic and international travel for leadership team members and staff.
• Prepare detailed travel itineraries, including flights, accommodations, transfers, dinner and meeting room reservations, and meeting schedules.
• Coordinate remote meeting logistics, such as Zoom/Google Meet links, agendas, materials, and recordings.

Administrative Operations

• Support for teams on client gift events.
• Prepare/ensure internal meeting agendas, manage AI minutes and summaries of key decisions.
• Draft reports and communications.
• Assist with expense tracking, invoicing prep, and reconciling credit card reports.
• Liaise and/or support the onsite office manager in ensuring that the principal's setup for success in their workplace.

Project & Communication Support

• Support project coordination by tracking timelines and deliverables.
• Coordinate with cross-functional teams.
• Manage shared drive organization and digital asset filing.
• Help maintain CRM or client records with up-to-date contact and project details.
• Special project support (e.g., awards submissions data entry).

Tool & System Support

• Use and support Google Workspace (Docs, Sheets, Slides, Drive, Gmail, Calendar).
• Navigate and learn a variety of internal software tools (e.g., Slack, Airtable, etc.).
• Quickly adapt to new platforms and processes as they're introduced.
• Work with the in-office management team to ensure both in-person and hybrid meetings are in the calendar and prepared in advance.

Requirements

• 2+ years of experience in administrative, executive assistant, or virtual support roles.
• Exceptional communication skills in English (written and spoken).
• Strong organizational skills and attention to detail.
• Self-starter with the ability to work independently and manage time effectively.
• High degree of comfort with Google Workspace and modern productivity software.
• Tech-savvy and willing to learn new systems and tools quickly.
• Experience working remotely and across multiple time zones preferred.

Bonus Points For

• Experience supporting leadership in an agency, media, or creative industry.
• Familiarity with Slack, Google Slides, or similar tools.
• Prior work with international teams or startup environments.

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