[Hiring] Executive Assistant @Phoenix Oversight Group LLC

Role Description

The Executive Assistant provides high-touch, day-to-day support to the Executive Leadership Team, including the CEO, CFO, and CTO. This is a demanding role that requires exceptional availability, immediate responsiveness, sound judgment, and the ability to anticipate executive needs before they arise.

This is not a traditional 9–5 role. The Executive Assistant must be consistently available during extended hours, including evenings and weekends, and comfortable supporting executives in real time as priorities shift. The ideal candidate is reliable, proactive, detail-oriented, and thrives in fast-paced, high-expectation environments.

• Proactively manage complex and frequently changing calendars for multiple executives
• Schedule meetings across time zones, prioritize effectively, and resolve conflicts independently
• Maintain near-immediate responsiveness during required availability windows
• Anticipate executive needs and take action without being asked
• Coordinate and manage all aspects of executive travel, including flights, lodging, ground transportation, and detailed itineraries
• Travel with executives up to once per month to support meetings, events, and engagements
• Handle real-time travel changes, disruptions, and last-minute requests
• Take accurate meeting notes and distribute summaries and action items
• Ensure executives are prepared for meetings with the necessary materials, context, and logistics
• Act as a trusted gatekeeper and liaison with internal and external stakeholders
• Handle confidential information with discretion and professionalism
• Support ad hoc requests, special projects, and other duties as assigned

Qualifications

• Minimum of 1 year of experience as an Executive Assistant, Administrative Assistant, or similar role
• Demonstrated experience managing calendars and travel for senior leaders
• Exceptional organizational, time-management, and prioritization skills
• Excellent written and verbal communication skills
• High level of reliability, accountability, and professionalism
• Ability to work independently and anticipate needs in a fast-moving environment
• Willingness and ability to work extended hours and be available on weekends
• Willingness to travel with executives as needed
• Available to start immediately

Requirements

• Experience supporting multiple executives simultaneously
• Experience in professional services, technology, or fast-growth organizations
• Strong problem-solving skills and comfort managing competing priorities
• Proficiency with Google Workspace, Microsoft Office (Word, Excel, PowerPoint, Outlook), Slack, and Zoom

Position Details

• Employment Type: Full-Time, W2
• Location: 100% Remote (US-based; East Coast hours required)
• Hours & Availability (Non-Negotiable): Minimum 50 hours per week
• Monday–Thursday: Available 6:00am–10:00pm ET
• Friday: Available 6:00am–8:00pm ET
• Weekend availability required
• Immediate or near-immediate responsiveness expected during availability windows
• Travel: Up to once per month, including occasional overnight travel
• Start Date: ASAP
• Salary: $50,000–$65,000