[Hiring] Executive Assistant @Talentoma

Role Description

An executive request arrives by email, gets clarified, scheduled, tracked, and closed with a clear update. The Executive Assistant provides administrative support that helps executives stay prepared and keeps everyday commitments from being missed. This position sits within the administrative support team, works under an administrative team lead, and collaborates with executives, department contacts, and external meeting participants. The position is fully remote, with work from home in Maryland, United States, and all responsibilities are completed through desk-based systems. The role requires a 40-hour weekly commitment. Working days and shift times may vary.

Responsibilities

• Review incoming executive requests through shared email and assigned task lists, identify the requested outcome, and confirm missing details before arranging next steps.
• Check requested dates, participant availability, meeting purpose, and preparation needs using a scheduling and calendar tool such as Microsoft Outlook, flagging conflicts before sending invitations.
• Maintain executive calendars, update invitations when plans change, and communicate confirmed arrangements to participants so everyone receives consistent information about the meeting.
• Prepare meeting agendas from executive instructions, assemble reference materials, and check that participants receive the correct links and current versions before each meeting.
• Draft routine correspondence and meeting notes using a word processor such as Google Docs, checking names, dates, wording, and formatting before requesting approval.
• Research travel options, compare routes and accommodation details, and prepare proposed itineraries for approval without making independent decisions outside assigned purchasing permissions.
• Organize submitted expense receipts, enter details into expense reports, and ask the executive to clarify missing information before forwarding reports for internal review.
• Track assigned requests, owners, deadlines, and progress using a project management tool such as monday.com, keeping the task history clear for team handoffs.
• Follow up on unanswered requests and approaching deadlines, escalating calendar conflicts, unclear priorities, or delayed approvals to the administrative team lead with relevant context.
• Close completed requests after confirming the outcome; quality is judged by accurate arrangements, timely turnaround, complete notes, and dependable follow-up on outstanding actions.

Qualifications

• High school diploma or equivalent.
• No experience required; related experience supporting calendars, meetings, correspondence, or office tasks is preferred, including experience gained through volunteering or school activities.
• Familiarity with executive scheduling, meeting preparation, travel research, and expense reports, with an understanding of when an approval is needed.
• Basic comfort using a scheduling and calendar tool such as Microsoft Outlook and checking invitations for missing or conflicting information.
• Willingness to learn a project management tool such as monday.com and a word processor such as Google Docs through guided practice.
• Clear written and verbal communication for confirming instructions, preparing concise updates, and asking focused questions when requests are incomplete.
• Careful handling of private executive information and sound judgment about sharing meeting details only with appropriate participants.
• A reliable computer, high-speed internet, and quiet private workspace, plus availability for the 40-hour weekly commitment and agreed working days and shift times.
• Authorization to work in the United States.

Benefits

• Fully remote work from home in Maryland, with desk-based responsibilities and online collaboration throughout the request workflow.
• Structured onboarding and training on Microsoft Outlook, monday.com, and Google Docs, including practice with typical executive support requests.
• Regular check-ins with the team lead to review priorities, clarify instructions, and discuss progress on assigned work.
• Opportunities to build executive scheduling, meeting preparation, professional correspondence, and task tracking skills through practical administrative work.
• Health coverage, paid leave, maternity leave, bonus opportunities, and stipends.