Executive Assistant

Job Title: Executive Assistant

Location: Remote (EST Time Zone)
Salary Range: Up to 2000 USD
Work Schedule: Monday - Friday, 9:00 AM to 5:00 PM (EST)
Position Type: Independent Contractor

About Sagan:

Sagan is an exclusive, high-performance membership community designed to connect top executives, founders, and CEOs with the best global talent. By bridging the gap between international talent and U.S.-based companies, we help build diverse teams that drive innovation and success. We focus on talent from dynamic regions such as Latin America, the Philippines, India, Pakistan, Bangladesh, and Africa. At Sagan, we not only enable businesses to scale effectively but also create invaluable career opportunities for exceptional individuals worldwide.

Position Overview:

We are seeking an Executive Assistant who excels at strategic administrative support in a remote work environment. This is an integral role within our team, as the right candidate will provide essential executive support across a variety of functions, including managing calendars, handling internal and external communications, overseeing complex travel coordination, and assisting with high-priority projects. We're looking for someone who's not just reactive but proactive, using their organizational skills and technical prowess to improve processes and drive efficiencies. You will be expected to anticipate the needs of our executive team while seamlessly managing multiple tasks in a fast-paced, ever-changing environment.

Key Responsibilities:

• Calendar & Schedule Optimization:
  Manage the executive teams' calendars, ensuring meetings, appointments, and travel are scheduled with precision. Proactively anticipate scheduling conflicts and resolve them in a timely manner, ensuring that the executive teams time is used most efficiently. Handle changes or cancellations promptly while maintaining organization and clarity.
• Internal & External Communication:
  Act as the primary liaison between executives and both internal and external stakeholders.
• Prioritize and manage emails, phone calls, and other communications, drafting thoughtful responses and delegating as necessary. Ensure clear and timely communication flow, keeping executives informed and up to date.
• Document & Presentation Preparation:
  Prepare, edit, and proofread business-critical documents, reports, presentations, and contracts, ensuring they are concise, polished, and aligned with company objectives. Draft legal documents for review and signature, utilizing platforms like DocuSign and PandaDoc for smooth execution.
• Complex Travel Coordination:
  Organize intricate travel arrangements including flights, accommodations, transportation, and other logistics. Provide executives with comprehensive travel itineraries and ensure all necessary materials are prepared ahead of time.
• Meeting Coordination:
  Efficiently organize and prepare materials for executive meetings, including creating agendas, drafting briefing documents, and taking meeting minutes. Manage the logistics of virtual meetings, ensuring seamless setup and troubleshooting any technical issues to ensure smooth execution.

• Project & Initiative Management:
  Assist with strategic initiatives and special projects, coordinating deliverables, timelines, and resources as directed by the executive team. Perform research, provide analysis, and support decision-making by gathering relevant insights. Track key milestones and deliverables, ensuring projects are on track.
• Technology Integration & Process Improvement:
  Leverage advanced project management tools (e.g., Monday.com, Asana) and automation platforms to streamline tasks and increase efficiency. Continuously seek ways to improve workflow processes by implementing new tools, setting up task automation, and providing solutions that save time and effort.
• Vendor & Offshore Talent Management:
  Oversee the onboarding and coordination of vendors, offshore talent, and contractors. Track performance, ensure timely completion of tasks, and help manage any challenges that may arise in remote work situations. Maintain high standards of communication to ensure quality results.
• Event Planning & Employee Engagement:
  Coordinate virtual and in-person team events, company-wide meetings, and executive offsites. Take charge of logistical details, ensuring every event runs smoothly. Contribute to the team's culture by organizing virtual events that boost morale and foster collaboration.

Required Qualifications and Skills:

• Experience:
  Minimum of 5 years of executive support experience, with a strong record of managing high-stakes tasks like calendar coordination, travel arrangements, and document preparation. Experience in fast-paced environments is crucial, as well as a track record of working remotely across multiple time zones.
• Technical Skills:
  Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and virtual meeting tools (Zoom, Microsoft Teams). Familiarity with project management tools (e.g., Monday.com, Asana, Trello) and AI-driven automation tools is highly preferred. A keen understanding of legal document platforms such as DocuSign or PandaDoc is a plus.
• Communication Skills:
  Exceptional verbal and written communication skills. The ability to synthesize complex information, draft clear and concise responses, and maintain a professional demeanor in all forms of communication.
• Organizational Excellence:
  Strong organizational skills with the ability to handle multiple projects simultaneously. A demonstrated ability to stay organized under pressure and manage competing deadlines with a focus on detail and accuracy.
• Proactivity & Problem Solving:
  A self-starter who takes initiative, anticipates needs, and solves problems before they become issues. Proven ability to identify inefficiencies in processes and implement improvements that make the team more effective.
• Confidentiality & Discretion:
  High level of discretion when handling sensitive or confidential information. Ability to maintain professionalism while managing personal and business-related matters for senior leadership.
• Cultural Fit:
  A strong team player who embraces collaboration, innovation, and the company's values. Ability to thrive in a diverse, dynamic, and remote work environment.

Nice-to-Haves:

• Offshore Talent Management: Experience managing offshore talent, remote teams, or working in global environments is a big plus.
• Systems Implementation: Familiarity with creating systems for efficiency and implementing process automation.
• Degree: A Bachelor's degree (preferred but not required).
• Flexible Work Hours: Willingness to work in US hours and navigate across time zones.

Desired Candidate Traits:

• Self-Driven: You have an unwavering commitment to excellence and continuously seek ways to improve processes.
• Highly Reliable: You take ownership of your tasks and follow through with precision, ensuring no detail is overlooked.
• Proactive & Independent: You don't wait for direction- you take the initiative and solve problems on your own.
• Detail-Oriented: You approach tasks with meticulous attention to detail, ensuring all work is done accurately and efficiently.
• High-Energy: You thrive in a dynamic, fast-paced environment, staying focused and energized to support your team.

We're seeking top talent eager to take on challenges and make a meaningful impact. If you're passionate and meet the qualifications, we'd love to hear from you!