We're looking for an Executive Assistant to support a senior executive at a well-established clinical skincare brand with a global omnichannel presence. You will own calendar management, travel booking, and meeting prioritization for an executive leading a team of 30 or more people across a fast-moving consumer beauty business.
This role requires more than organizational skills. The executive moves quickly, has a high volume of incoming meeting requests, and needs an EA with the critical thinking to prioritize correctly — understanding which meetings deserve time on the calendar, which can be delegated, and which can be declined. If you have supported a senior leader managing a large team, think clearly under pressure, and take genuine ownership of your principal's time, this role is a strong fit.
Why You'll Want to Join
- You will be paid in USD (bi-monthly: every 15th and 30th)
- Paid Time Off in accordance with company policy
- Observance of Holidays per company guidelines
- 100% remote setup so you can work wherever you're most productive
- This role requires availability Monday through Friday, 8 AM to 4 PM US Pacific Time
- Support a senior executive at a globally recognized consumer brand with strong omnichannel scale
- Stable, long-term role with clear ownership and direct access to senior leadership
What You'll Work On
Calendar Management and Meeting Prioritization
- Own the executive's calendar end to end with complete accuracy at all times
- Triage incoming meeting requests and apply sound judgment about what should be scheduled, deferred, delegated, or declined
- Protect the executive's focus time and ensure the calendar reflects the right priorities for a leader managing a team of 30 or more
- Prepare the executive with relevant context and materials ahead of every commitment
- Resolve scheduling conflicts proactively and without creating friction for stakeholders
Travel Booking and Logistics
- Book and manage all domestic and international travel including flights, hotels, ground transportation, and dining reservations
- Build detailed itineraries with all confirmations, logistics, and timing buffers organized and shared in advance
- Handle last-minute changes, cancellations, and re-routes efficiently and without disruption
- Anticipate travel-related needs and coordinate logistics end to end so the executive can focus entirely on the work
Communications and Correspondence
- Manage the executive's inbox, flag priority items, and draft responses as needed
- Communicate professionally on behalf of the executive with internal stakeholders, external partners, and vendors
- Ensure all follow-ups, confirmations, and open items are tracked and closed without prompting
Administrative and Operational Support
- Handle expense reporting, document management, and recurring administrative tasks accurately and on time
- Support the executive with ad hoc projects and special requests as they arise
- Maintain organized systems across email, calendar, and documents so everything is easy to find and always current
What You Bring
- Proven experience as an Executive Assistant supporting a senior leader managing a team of 30 or more people — this is a hard requirement
- Strong critical thinking skills with the ability to independently assess and prioritize meeting requests based on the executive's goals and workload
- Expert calendar management skills with a track record of keeping a complex, high-volume calendar running without errors or gaps
- Excellent international and domestic travel booking experience with strong attention to logistics and detail
- Excellent written and verbal English communication skills with a polished and professional tone
- Proactive and self-directed with strong follow-through on every open item
- Highly discreet and reliable when handling sensitive business information
- Available Monday through Friday, 8 AM to 4 PM US Pacific Time
Nice to Have
- Experience supporting a senior executive in a consumer goods, beauty, retail, or lifestyle brand environment
- Background managing travel and calendars for executives with large, cross-functional teams
- Familiarity with tools such as Google Workspace, Microsoft Office, Concur, or similar expense and travel platforms
- Experience working in a corporate environment where stakeholder management and professionalism are non-negotiable
How to Apply
Please include:
- Your updated resume
- A short Loom video (1 to 2 minutes) introducing yourself, describing your experience supporting a senior executive with a large team, and walking through how you approach a situation where the executive has five meeting requests for the same time slot and you have to decide what gets scheduled
Only candidates who submit a Loom video will be moved to the next step of the hiring process.
If you are a sharp, organized EA who can manage a complex calendar, book seamless travel, and apply real judgment to what deserves a senior executive's time, this role gives you the stability and the direct access to do your best work.
Application Process Overview
Our comprehensive selection process ensures we find the right fit for both you and our clients:
- Initial Application - Submit your application and complete our prequalifying questions
- Video Introduction - Record an video introduction to showcase your communication skills and work experience
- Role-Specific Assessment - Complete a homework assignment tailored to the position (if applicable)
- Recruitment Interview - Initial screening with our talent team
- Executive Interview - Meet with senior leadership to discuss role alignment
- Client Interview - Final interview with the client team you'd be supporting
- Background & Reference Check - Professional reference verification
- Job Offer - Successful candidates receive a formal offer to join the team
Each stage is designed to evaluate your fit for the role while giving you insights into our company culture and expectations. We'll keep you informed throughout the process and provide feedback at each step.
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