[Hiring] Executive Assistant @MyOutDesk

Role Description

We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to provide high-level administrative, operational, and organizational support to an executive or senior leader. The ideal candidate is a strong communicator who can manage competing priorities, anticipate needs, maintain confidentiality, and ensure that day-to-day executive activities are handled efficiently.

This role requires someone who can work independently, exercise sound judgment, and serve as a trusted partner to the executive while coordinating with internal teams, clients, vendors, and other stakeholders.

Executive Support

• Manage and maintain the executive's calendar, appointments, meetings, and commitments.
• Coordinate internal and external meetings, including scheduling, agendas, meeting materials, and follow-ups.
• Monitor emails, correspondence, and other communications and prioritize items requiring the executive's attention.
• Prepare, organize, and maintain presentations, reports, documents, and other executive materials.
• Conduct research and gather information needed for meetings, decisions, and special projects.
• Track important deadlines, commitments, and action items to ensure timely completion.

Administrative & Operational Support

• Coordinate travel arrangements, including flights, accommodations, transportation, itineraries, and related logistics.
• Prepare expense reports, invoices, reimbursements, and other administrative documentation as needed.
• Maintain organized digital files, records, databases, and confidential documents.
• Assist with the preparation and coordination of projects, events, presentations, and business initiatives.
• Follow up with internal teams and external stakeholders on pending items and deliverables.
• Identify opportunities to improve administrative processes and overall executive efficiency.

Communication & Coordination

• Act as a professional point of contact between the executive and employees, clients, candidates, vendors, and other stakeholders.
• Draft and proofread emails, letters, reports, presentations, and other business communications.
• Ensure timely and professional communication on behalf of the executive.
• Coordinate information flow between departments and ensure important updates reach the appropriate stakeholders.
• Handle sensitive and confidential information with discretion.

Project & Task Management

• Support special projects assigned by the executive from planning through completion.
• Maintain project trackers, timelines, action-item lists, and status reports.
• Coordinate with different teams to ensure deliverables are completed on time.
• Follow up on outstanding tasks and escalate issues when appropriate.
• Help the executive stay organized and focused on high-priority initiatives.

Qualifications

• Bachelor's degree in Business Administration, Management, Communications, or a related field preferred.
• 3+ years of experience as an Executive Assistant, Administrative Assistant, Personal Assistant, Operations Coordinator, or similar role.
• Experience supporting executives, business owners, directors, or senior-level professionals preferred.
• Strong written and verbal English communication skills.
• Excellent organizational and time-management skills.
• Strong attention to detail and ability to manage multiple priorities simultaneously.
• Demonstrated ability to work independently with minimal supervision.
• Strong judgment, discretion, and ability to handle confidential information.
• Proficiency in Microsoft Office and/or Google Workspace.
• Comfortable using calendars, email platforms, project management tools, spreadsheets, video conferencing, and other business software.
• Ability to work in a fast-paced, remote, and deadline-driven environment.

Benefits

• $400 Placement Bonus after successfully completing your first 30 days with your first MOD client.
• Independent Contractor Referral Program – Earn up to $330 for every successful referral.
• MOD Cash Advance Program available after 6 months of active service with MOD client/s.
• Comprehensive HMO Coverage for you and 1 dependent, starting after 6 months of active service with MOD client/s.
• Dental Benefits through Maxicare Dental Hub.
• Optical Reimbursement for HMO principal members.
• Group Life Insurance with Accidental Death & Dismemberment coverage.
• Maternity Reimbursement for both normal and Caesarean delivery.
• 6 Paid US Holidays.
• 7 Additional Vacation Leave Credits after 10 months of active service with the current MOD client.
• 7 Additional Sick Leave Credits after 1 year of active service with the current MOD client/s.
• Unlimited Upskilling Opportunities through MODUniversity.
• Mentorship and collaboration with global leaders and teams.
• Clear career advancement pathways within the organization.
• Diverse, inclusive, and supportive workplace environment.