[Hiring] Executive Assistant to the CEO @Helm

Role Description

We’re looking for an Executive Assistant to the CEO to join our growing team at The Coordinators! You’d be working remotely with our client in the Nutraceuticals & Dietary Supplements space.

In this role, you will serve as the right hand to the CEO of a growing international ingredients company that develops and commercializes herbal ingredients for the dietary supplement industry, with teams across the United States, India, and Poland. This is a high-trust, high-autonomy role that requires exceptional organization, follow-through, and proactive communication.

• Manage the CEO’s email inbox, triaging, drafting responses, and ensuring nothing slips through the cracks.
• Own the CEO’s calendar, scheduling meetings, optimizing time blocks, preventing double-bookings, and building in appropriate buffers.
• Coordinate complex domestic and international travel, including trade shows and multi-country itineraries (flights, hotels, ground transport, agendas).
• Capture meeting notes and produce structured follow-up summaries documenting decisions, opportunities, and next steps.
• Track action items and commitments from meetings, following up with team members to ensure tasks are completed on time.
• Take ownership of company projects, such as software license consolidation, driving them from kickoff through completion.
• Prepare the CEO for meetings with the right documents, context, and background.
• Organize documents and administrative systems across Microsoft Office and Google Workspace.
• Leverage AI tools to streamline communications, summaries, spreadsheets, and workflows.
• Perform data entry and administrative support tasks with accuracy and consistency.
• Support additional operational needs as the company grows, potentially including customer service coordination.

Qualifications

• Strong executive assistant experience supporting a CEO, founder, or senior executive (required).
• Excellent written and spoken English with polished, professional communication (required).
• Proficiency with Microsoft Office and Google Workspace (required).
• Experience managing executive calendars, inboxes, and travel coordination.
• Strong project management instincts with the ability to independently own projects through completion.
• Experience tracking action items and holding stakeholders accountable for follow-through.
• Comfortable using AI tools to draft, summarize, and streamline work.
• Proactive, resourceful, and improvement-minded — you spot better ways of doing things and act on them.
• A demonstrated history of ethical, trustworthy work.
• Interested and interesting — curious, engaging, and enjoyable to work with.
• Highly organized with exceptional attention to detail and follow-through.
• Tech-savvy and effective in a remote work environment.
• High integrity and ability to handle sensitive business information.
• High ethical standards, professionalism, and respect in all interactions.
• Willingness to learn, grow, and develop yourself professionally.

Requirements

• Full-time (40 hours/week), aligned with U.S. business hours.
• Pay Range: $2,500 – $3,100 per month (depending on experience).
• Equipment: BYO devices.

How to Apply

Visit our careers page, submit your CV, and tell us why you’d be a great fit!

Company Description

The Coordinators is a staffing agency that connects A-Players with meaningful opportunities and strives for growth. If you’re ready to make an impact supporting executive leadership, we’d love to hear from you.

• Superb written and spoken English (we assess skills unassisted by AI tools, Grammarly, and ChatGPT).
• Entrepreneurial, attentive to others, curious, and hungry for growth.

You can learn more about The Coordinators at coordinators.pro or from our founder’s YouTube podcast.