Remote executive assistant job description + Template

Finding an accurate and comprehensive executive assistant job description can be daunting. Nowadays, there are executive assistant jobs available everywhere you look. But what exactly is an executive assistant? There are many responsibilities– and possibilities – beyond email and calendar management.  Even better, there are perks nobody talks about. One of our favorites? Getting a seat at the table. 

You reached the right place to find an executive assistant position description that actually works.

Download our customizable job description sample template and find the best EA for your needs.

Finding the best executive assistant jobs

Some people see executive assistants as secretaries or receptionists, and they are often confused with admin or virtual assistants, but there are big differences among all of them.

What’s an admin assistant?

What is an administrative assistant? An admin or administrative assistant is responsible for executing basic administrative duties by following their supervisors’ instructions. Key attributes essential for EA job duties include good time management skills and effective written and verbal communication abilities. 

What’s a virtual assistant?

A virtual executive assistant job description includes managing more complex and demanding tasks compared to administrative assistants, and their work is conducted remotely. A highly qualified candidate for this role has meticulous attention to detail, is tech-savvy, and showcases strong organizational abilities.

What’s an executive assistant?

The executive assistant role description highlights the sophisticated level of support an executive can have. EAs are like second brains for the executives they work with and operate as thought partners who provide critical advice and help them make informed decisions.

Executive assistant responsibilities and duties include managing broader company operations, including project management, specific daily functions, and contributing to customer success. They often mirror their leaders, serving as a bridge between senior executives and the wider team. The primary objective of an executive assistant is to enhance executive productivity by addressing challenges and refining processes throughout their interactions.

What is an executive assistant job description?

The executive assistant’s duties and responsibilities include calendar, email, and travel management, but that’s just the tip of the iceberg. Executive assistants provide meeting support, increase team engagement, and work on operations and special projects that vary greatly depending on their executive’s role. 

What is a C-level executive assistant?

C-level executive assistants are EAs who report directly to a C-level executive, such as the chief executive officer, chief marketing officer, chief people officer, and so on. The kind of work you’ll do daily depends almost entirely on your executive’s role. You can specialize in various areas, but the goal is always to help your executives be the best version of themselves.

• If you’re the EA of the CEO, you might help with OKR tracking, board meeting prep, and follow-up action items for the ELT to complete.
• If you’re the EA of the CMO, you’ll probably help them manage relationships with the press, and execute social media plans and reporting.
• If you’re the EA of the CPO, chances are you’ll help with the new hire recruiting process and get involved in employee retention programs.

As a C-level executive assistant, you’ll have the opportunity to work closely alongside a key member of the executive leadership team while also integrating seamlessly within the broader team. This dual perspective affords a unique vantage point, allowing you to not only gain valuable insights from your executive but also actively contribute as an integral part of the team. 

EAs get a seat at the table

Executive assistants may not carry the “executive” title, but make no mistake, they wield executive power that can profoundly impact and shape an entire organization. Their executive power lies in their ability to anticipate their executive’s needs, act with initiative, and make informed decisions on their behalf.

Executives are the ones running the interview, but executive assistants brief them on it. The executive is the one who presents to the board, but EAs make sure the presentation materials come together seamlessly. Executives are the ones who travel to the conference, but executive assistants are the ones who realign their schedule to minimize disruption to their day-to-day. 

EAs may not be executives, but they help their executives be the more effective version of themselves. EAs play an integral role not just for their executives, but for the entire organization.

As a strategic business partner, you get a seat at the table, which means you can share your ideas and contribute meaningfully to the team’s objectives. This dynamic position not only facilitates a deep understanding of high-level strategic operations but also fosters a sense of collaboration and synergy within the entire organization. 

The EA role offers a unique blend of mentorship, collaboration, and participation, presenting an exceptional opportunity to learn, grow, and contribute at both strategic and operational levels within the organization.

Who are we looking for in an executive assistant job description?

Ideal Viva candidates will have:

• Completed a university degree and/or 2+ years of equivalent work experience
• Excellent English (C1 proficiency) and strong communication skills (written and verbal)
• Strong proficiency with Google Workspace and ability to learn new tools (Slack, Notion, etc.)
• Experience in customer or client service is a plus
• Experience working with North American professionals is a plus

What will you do?

During training:

• Undergo 4-8 weeks of paid, upfront training 
• Receive regular coaching sessions from our leaders
• Enter the customer readiness stage and perform tasks for your colleagues before you get paired with an executive

Support a client as an executive partner in the following critical areas:

Calendar management

• Compartmentalize your executive’s calendar
• Manage inbound and outbound scheduling
• Resolve overlapping meetings

Email management

• Categorize and triage emails
• Draft and send out replies on your executive’s behalf
• Reach inbox zero every day

Travel and expense management

• Create trip itineraries
• Handle reservations and changes
• Complete expense reports

Meeting and presentation support

• Prepare briefings, agendas, and decks
• Coordinate board meeting logistics
• Take notes and follow up on action items

Team engagement and event planning

• Plan exec and company-wide offsites
• Organize team events
• Coordinate gifts for team milestones

Operations and special projects

• Organize documents and workspaces
• Create playbooks and process flows
• Conduct research and prepare reports

What do we offer?

• Long-term stability and 100% remote work arrangement forever
• Competitive pay with quarterly increases and performance bonuses
• Paid holidays, vacation days, sick days, and family care days
• Paid maternity leave, pregnancy accommodation, and flexibility for any family commitments
• Global health insurance, including medical, dental, vision, and mental health with fully paid premiums and zero out-of-pocket deductibles
• Extensive career development support, including paid training, ongoing coaching, and weekly learning and growth sessions
• Quarterly budget for courses and home office equipment
• World-class culture with weekly wellness sessions, team socials, team meals, trivia, and Women in Leadership sessions

If this feels like the right long-term career path for you, we recommend you apply! Our application process typically takes 1 week from start to finish. Please monitor your spam/junk folder for emails from us.

Why Viva?

Viva is on a mission to provide an unparalleled experience to our colleagues, clients, and communities. Our vision is to create over 1,000 new remote job opportunities in Latin America while being the best place to work in the world. Over the past year, our team has grown by 3x and is located across 12 different countries. We have built a 5-star career experience centered around:

Our culture

At Viva, we prioritize your well-being above all else. Through weekly activities, we actively promote a supportive, inclusive, and appreciative atmosphere. These activities range from engaging trivia and team games to icebreaker discussions and empowering Women in Leadership sessions. 

All of these serve as opportunities for bonding and recognition within our community. Additionally, our commitment extends beyond these events; we offer holistic wellness resources, including fitness classes, mindfulness sessions, mental health support, and professional development workshops. Our goal is to create an environment where every team member feels valued and supported, enhancing both work and personal lives.

Career acceleration

Immerse yourself in an environment where you’re surrounded by a dedicated team committed to fostering your career development at every step. At Viva, we prioritize not just your current role but your future growth as well. You’ll find support, guidance, and resources tailored to empower you on a clear and transparent pathway toward leadership roles. 

We believe in providing the tools and opportunities necessary for your professional advancement. Through mentorship, upskilling initiatives, and exposure to diverse experiences, you’ll be equipped with the knowledge needed to thrive in future leadership positions. Joining our team means embracing a culture that values and actively nurtures your career aspirations. With a focus on transparency and an accelerated trajectory, we aim to cultivate a workforce of empowered leaders who drive innovation and success within Viva.

The opportunity to make an impact

Our mission is to tackle the United Nations Sustainable Development Goal (SDG) #5, which is to achieve gender equality and empower all women and girls. Our leadership team has worked in the not-for-profit sector in Latin America, which is where they were exposed to the unique challenges faced by the labor force — particularly women who are often held back in their careers due to a lack of meaningful opportunities. Current circumstances have made this even more challenging as employment has fallen disproportionately more for women than for men.

Apply now and start your journey as an executive assistant for some of the fastest-growing startups in the United States.