Executive Assistant | Remote Role, Project Coordination & Strategic Admin Support

Job Description This is a remote position. Are you a proactive, detail-oriented professional who thrives on keeping things running smoothly behind the scenes? In this remote role, you’ll support a dynamic senior leader by managing communications, calendars, and cross-functional projects playing a key role in ensuring daily operations stay on track. You'll coordinate with internal teams, external partners, and high-level stakeholders, while keeping systems organized, meetings on schedule, and priorities moving forward. If you're someone who loves to bring order to complexity, streamline workflows, and support mission-driven work, this could be the perfect fit. Our Story Starts with People Like You The two founders, best friends, were running businesses that needed great talent fast. So, they started building remote teams across countries like the Philippines, Colombia, and India. Not only did it work, it thrived. They realized that talent isn’t limited by geography. With today’s technology and high-speed internet, we’re able to build high-performing global teams that support businesses across the U.S. So ClearDesk was born. Today, ClearDesk helps U.S. businesses grow by building world-class remote teams. We don’t just connect talent; we manage the entire experience, from recruiting to retention. And while we help clients thrive, we also stay deeply committed to helping our remote team members build real, lasting careers that support their lives and their families. That’s where you come in. The Role: Executive Assistant Imagine being the go-to person who keeps everything running seamlessly for a fast-paced executive managing calendars, coordinating key projects, and making sure no detail slips through the cracks. You'll handle scheduling, organize board meetings, triage high-volume communications, and work across teams to keep priorities moving forward. Whether you're coordinating with architects and city partners on major projects, preparing materials for strategic meetings, or streamlining internal processes, you’ll play a critical role in supporting leadership at the highest level. The best part? You’ll have the flexibility to do it all remotely supporting a mission-driven team with professionalism, precision, and proactive organization. What Your Days Might Look Like: Board Meeting Support Prepare documents and materials for board meetings. Handle invites, confirm attendee lists from various sources, and manage logistics and follow-ups for meetings held every other month. Calendar & Scheduling Take full ownership of the leader’s calendar from schedule meetings, avoid conflicts, and manage changes. Use scheduling tools (like Calendly or Doodle) and send reminders or prep notes to keep meetings on track. Project Coordination Act as the main point of contact for large projects involving engineers, architects, scientists, and city partners. Track timelines, deliverables, and communications to keep projects moving forward without constant oversight. Email & Communication Management Monitor inbox activity, highlight and summarize key messages, draft responses when appropriate, and make sure messages are directed to the right people. Help keep communication clear and organized. Systems & Process Improvement Maintain and improve internal systems and workflows. Suggest and implement better ways of working, and keep standard operating procedures (SOPs) up to date. Finance Support Work with the finance team to review budgets and assist with basic financial planning. Identify key financial points that need attention. CRM & Data Management Maintain and update contact records in tools like EveryAction. Pull accurate mailing lists for events and outreach. Research & Insight Gathering Conduct local and national research related to the organization’s initiatives. Summarize findings into useful insights. Marketing Support Coordinate with the marketing team to help draft or schedule social media posts and other content as needed. Team Coordination Communicate with team members like the office manager and marketing staff when needed. You’ll receive most of your assignments and priorities directly from the senior leader. Who We Think Will Thrive in This Role: You have experience in executive support, project coordination, or high-level administrative work. You’re confident using tools like Google Workspace, Calendly, Doodle, EveryAction (or similar CRMs), and project management platforms. You communicate clearly and professionally with internal teams, external partners, consultants, and stakeholders across email, phone, and messaging tools like Slack or Zoom. You’re self-directed, tech-savvy, and excel at remote work staying organized, meeting deadlines, and juggling priorities with ease. You’re detail-oriented, proactive, and thrive when managing complex calendars, prepping for meetings, and ensuring nothing falls through the cracks. You’re a problem-solver who can track deliverables, coordinate across multiple departments, and provide essential behind-the-scenes support that keeps leadership focused and operations running smoothly. You are willing to work in a US time zone schedule. You can secure the required technical setup, including: At least a 720p HD webcam A noise-canceling headset A primary internet connection of at least 25 Mbps A backup laptop, backup internet device, and backup power source A main computer with at least Intel Core i5 (or equivalent) and 8 GB RAM A backup computer with at least Intel Core i3 and 4 GB RAM Why ClearDesk? Because we believe work should be meaningful, even from home. At ClearDesk, you’ll work with clients who respect your time and value your skills. You’ll join a remote-first team that genuinely supports you, and you’ll see the impact of your work in real, tangible ways that matter to the people you work with. We don’t just want you to do your job. We want you to grow with us, stay with us, and feel proud of the difference you’re making. Here’s what you can expect from us: We pay you fairly and on time We provide prepaid HMO coverage for your peace of mind We help you grow with tools, training, and honest feedback We celebrate your wins And above all, we actually care Ready to be part of something that matters? Apply now and start your journey with ClearDesk. Important Reminder: ClearDesk does not ask for any monetary payments or fees as part of our employment process. If you encounter any request for payment, please disregard it and report it to us immediately. For your security, please ensure that all communications are conducted through emails originating from (@cleardesk.com or @cleardeskteam.com). ​ Disclaimer: Candidates who apply for this position may be re-profiled to similar roles depending on their qualifications, experience, and current market demand.