Position: Executive Assistant/Program Manager
Location: Remote (Global)
Employment Type: Full-Time
Type of contract: Independent contractor
🌎 Work from any corner of the world and be a part of the #remoteworkrevolution!‼️
Scope of the role:
We’re a fast-moving media and digital business hiring an Executive Assistant / Program Manager to be the operational backbone of leadership.
This is not a passive admin role. You are the person who brings order to chaos, enforces structure, and ensures execution actually happens. You’ll combine high-level executive support with hands-on project and systems management, acting as a true force multiplier for leadership.
If you wait for instructions, this role will crush you. If you anticipate, organize, and follow through relentlessly, you’ll thrive.
Responsibilities:
1. Executive & Calendar Management
- Own Google Calendar management across multiple executives and priorities
- Schedule internal meetings, external calls, and live show recordings
- Manage complex, multi-time-zone scheduling
- Anticipate conflicts and resolve them before they surface
- Protect executive time and keep calendars clean, realistic, and intentional
2. Show & Content Scheduling
- Coordinate show and recording schedules end-to-end
- Track guest availability, prep timelines, and episode deliverables
- Ensure hosts, producers, and stakeholders are aligned before recordings
- Maintain accurate, up-to-date scheduling documentation
- Prevent last-minute chaos through proactive planning
3. Project & Program Management
- Act as a PM “super-admin” across initiatives
- Track tasks, deadlines, owners, and dependencies
- Follow up aggressively to ensure execution
- Surface blockers early and keep projects moving
- Provide leadership with clear status updates — no guessing, no chasing
4. Systems & Documentation
- Build and maintain Notion as the single source of truth, including: SOPs, Project and initiative tracking, Show calendars and guest and outreach pipelines
- Ensure documentation is clear, current, and actually used
- Organize files, links, and reference materials so nothing gets lost
5. Communication & Coordination
- Manage and structure Slack communication
- Route messages, track action items, and close loops
- Coordinate with internal teams and external partners
- Draft agendas, internal notes, and summaries when needed
- Keep conversations focused and execution-oriented
6. LinkedIn & External Organization
- Track LinkedIn outreach, follow-ups, and responses
- Maintain organized contact, guest, and partner lists
- Ensure warm intros and follow-ups don’t fall through the cracks
Requirements:
- 3+ years experience as an Executive Assistant, Operations Manager, or Program Manager
- Strong Notion expertise (non-negotiable)
- Advanced Google Calendar management skills
- Comfortable in fast-paced, Slack-heavy environments
- Proven ability to juggle multiple projects without dropping details
- Highly organized, proactive, and detail-obsessed
- Thinks ahead instead of waiting to be told what to do
Nice to Have
- Experience in media, podcasts, content, or digital businesses
- Familiarity with show or content production workflows
- Experience supporting founders or executives with rapidly changing priorities
What Success Looks Like
- Calendars are clean, intentional, and conflict-free
- Shows are scheduled smoothly and run on time
- Projects move forward without leadership chasing updates
- Notion is the unquestioned single source of truth
- Leadership has mental space because execution is handled
