Executive Assistant – Project Coordination, Strategic Admin Support

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October 15

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ClearDesk

WebsiteLinkedInAll Job Openings

HR Tech • B2B • Recruitment

ClearDesk is a company that specializes in sourcing top offshore talent to help businesses build the right remote teams. They offer services for various roles including Sales Development Representative, Customer Service Coordinator, Marketing Coordinator, Real Estate Admin Assistant, Executive Assistant, HR Assistant, Bookkeeping Assistant, Legal Assistant, E-commerce Assistant, and Scheduler. Their focus is on providing specialized, scalable, and perfectly matched talent. ClearDesk promises cost savings, with no setup fees, no required contracts, and offers a 7-day money-back guarantee. They cater to both small and large businesses who need to leverage outsourced talent for efficiency and growth. The company is dedicated to matching businesses with college-educated, multi-lingual, and diverse talent pools that operate 24/7, aligning with the client's hours and timezone.

51 - 200 employees

👥 HR Tech

🤝 B2B

🎯 Recruiter

📋 Description

• Support a dynamic senior leader by managing communications, calendars, and cross-functional projects • Coordinate with internal teams, external partners, and high-level stakeholders, while keeping systems organized • Handle scheduling, organize board meetings, triage high-volume communications • Prepare documents and materials for board meetings • Act as the main point of contact for large projects involving engineers, architects, scientists, and city partners • Monitor inbox activity, highlight and summarize key messages, draft responses when appropriate • Maintain and improve internal systems and workflows. Suggest and implement better ways of working • Work with the finance team to review budgets and assist with basic financial planning • Maintain and update contact records in tools like EveryAction • Conduct local and national research related to the organization’s initiatives • Coordinate with the marketing team to help draft or schedule social media posts and other content as needed

🎯 Requirements

• Experience in executive support, project coordination, or high-level administrative work • Confident using tools like Google Workspace, Calendly, Doodle, EveryAction (or similar CRMs) • Clear and professional communication with internal teams, external partners, consultants, and stakeholders across email, phone, and messaging tools like Slack or Zoom • Self-directed, tech-savvy, and excel at remote work staying organized, meeting deadlines, and juggling priorities with ease • Detail-oriented, proactive, and thrive when managing complex calendars, prepping for meetings, and ensuring nothing falls through the cracks • 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 • 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

🏖️ Benefits

• Health insurance • 401(k) matching • Flexible work hours • Paid time off • Remote work options