[Hiring] Executive Assistant @Scale Army Careers

Role Description

This role is open to candidates based in LATAM, Africa, and Eastern Europe. Please note that as this role supports U.S.-based clients, candidates must be available to work during U.S. business hours aligned with the client’s time zone.

Our client is a growing organization seeking a highly organized and proactive Executive Assistant to serve as a trusted strategic partner to executive leadership. This role is designed to help leaders stay focused on high-impact priorities by driving projects forward, coordinating cross-functional initiatives, managing executive communications, and ensuring day-to-day operations run efficiently within a fast-paced business environment.

The Executive Assistant will provide high-level strategic and administrative support to senior executives by:

• Managing complex calendars, coordinating meetings and travel.
• Overseeing cross-functional projects and preparing executive communications.
• Ensuring initiatives move forward with minimal oversight.
• Serving as a key liaison across departments while anticipating executive needs.
• Improving organizational efficiency and supporting leadership with professionalism and discretion.

This role is ideal for someone who enjoys taking ownership, solving problems proactively, and operating in a fast-paced environment where priorities evolve quickly.

Location: Fully Remote | 9:00 AM - 5:00 PM EST

Key Responsibilities

• Executive Support & Calendar Management
  • Manage complex executive calendars, scheduling, and meeting coordination across multiple stakeholders.
  • Prioritize competing requests and proactively resolve scheduling conflicts.
  • Prepare meeting agendas, document action items, and ensure timely follow-up on deliverables.
  • Coordinate domestic travel arrangements, itineraries, and executive logistics as needed.
• Project Management
  • Coordinate cross-functional projects from planning through completion.
  • Monitor project timelines and ensure initiatives remain on schedule.
  • Follow up with internal stakeholders to drive accountability and completion of action items.
  • Identify roadblocks, escalate issues appropriately, and recommend practical solutions.
  • Utilize Asana or similar project management tools to track project progress.
• Strategic Administrative Support
  • Draft professional emails, presentations, reports, and executive documentation.
  • Conduct research and prepare executive briefings to support strategic decision-making.
  • Organize and maintain confidential files, documentation, and operating procedures.
  • Handle sensitive information with professionalism, discretion, and confidentiality.
• Cross-Functional Coordination
  • Serve as a liaison between executive leadership and internal departments.
  • Coordinate communication across multiple teams to ensure projects remain aligned.
  • Support special initiatives and operational improvement projects as business needs evolve.
  • Help improve organizational processes that increase efficiency and accountability.

Qualifications

• 3–5 years of experience supporting senior executives, founders, or C-level leadership.
• Experience in executive assistance, project coordination, operations, or a related role.
• Experience managing multiple priorities within a fast-paced environment.
• Experience coordinating cross-functional projects and executive initiatives.

Requirements

• Exceptional written and verbal English communication skills.
• Outstanding organizational and time management abilities.
• Strong project management and follow-through skills.
• High proficiency with Microsoft Office Suite and Google Workspace.
• Experience using project management platforms such as Asana or similar tools.
• Ability to independently prioritize work and manage competing deadlines.
• Strong problem-solving and decision-making abilities.
• Excellent attention to detail while maintaining a strategic perspective.
• Professionalism, discretion, and the ability to handle confidential information.

Benefits

• This is an exciting opportunity to become a trusted strategic partner to executive leadership within a growing organization.
• As the Executive Assistant, you'll play a key role in improving operational efficiency, driving cross-functional initiatives, and helping leadership stay focused on the company's highest-impact priorities while gaining exposure to strategic business decisions.

Application Process

• Fill in the application form.
• Record a video showcasing your skill sets.