Administrative Assistant – Leadership Team Support

Job description

Administrative Assistant – Leadership Team Support Full-Time | Remote | U.S. Business Hours Work Schedule Full-time: 40 hours per week Schedule will provide coverage across U.S. Eastern through U.S. Pacific business hours Exact working hours will be confirmed with the selected candidate Job Overview One of our clients is looking to hire a highly organized, proactive, and reliable Administrative Assistant – Leadership Team Support to support a four-person leadership team . This role is focused on ensuring that important decisions, action items, deadlines, and follow-ups do not get lost or forgotten. You will attend meetings, document key decisions and responsibilities, maintain leadership tasks, coordinate schedules, and proactively follow up with team members until outstanding items are completed or appropriately closed. This is not a Project Manager role . You will not be responsible for owning company strategy or driving major initiatives. Instead, you will be responsible for creating visibility, accountability, and follow-through across the leadership team's day-to-day activities. Key Responsibilities Attend leadership and team meetings and accurately capture decisions, action items, owners, and deadlines . Prepare and circulate clear written meeting summaries on the same day. Follow up proactively on outstanding action items until they are completed, reassigned, or intentionally closed . Communicate directly with employees and senior leadership to obtain updates and keep tasks moving. Maintain leadership tasks in ClickUp , ensuring tasks are assigned, current, visible, and properly followed up. Identify and surface overdue or at-risk tasks before being asked. Provide a weekly overview of outstanding, overdue, and at-risk items to leadership. Coordinate calendars and meetings across the leadership team and external contacts. Assist with scheduling, rescheduling, and meeting coordination. Maintain accurate records and administrative documentation. Accurately track and log all working hours using Clockify . Support leadership with additional administrative responsibilities as assigned. What We're Looking For We are looking for someone who naturally takes ownership of follow-through. You should be the type of person who notices when something is slipping, follows up without being reminded, identifies gaps, and makes sure things get closed. Because this is a small team, you will not receive a daily task list telling you exactly what to do. You will need to manage your priorities, ask questions when something is unclear, and proactively identify what needs attention. Required Qualifications 1+ year of experience in an administrative, administrative assistant, executive assistant, coordination, or similar role. Excellent written and spoken English . Strong follow-up and organizational skills. Comfortable communicating with people at all levels, including senior leadership . Ability to manage multiple tasks, priorities, and deadlines simultaneously. Strong attention to detail and ability to maintain accurate records. Comfortable using ClickUp or similar task/project management platforms . Comfortable using Slack and Google Workspace . Comfortable using AI tools such as ChatGPT or Gemini . Reliable, proactive, and willing to learn. Ability to work independently in a fully remote environment. Ability to handle confidential information professionally. Preferred Experience Experience supporting executives, leadership teams, founders, or senior management. Experience attending meetings and preparing meeting notes or action-item summaries. Experience tracking and following up on tasks and deadlines. Experience working in a performance marketing, affiliate marketing, lead generation, or digital marketing environment . Key Skills & Competencies Excellent organization and time management Strong attention to detail Proactive follow-through Excellent written communication Professional verbal communication Strong accountability and ownership Ability to prioritize competing tasks Comfortable following up with senior-level employees Problem-solving and critical thinking Ability to work independently Adaptability and willingness to take on new responsibilities Strong confidentiality and professionalism Growth Opportunity This position is expected to grow over time based on the needs of the leadership team. Responsibilities may expand as the business grows, so we are looking for someone who is comfortable taking on new responsibilities, learning new tools and processes, and finding more efficient ways to support the team. The role is well suited to someone who enjoys being proactive, improving processes, and taking responsibility for making sure important tasks and commitments are followed through. Compensation & Benefits Full-time contractor position – 40 hours per week 10 paid vacation days per calendar year, available after 6 months under contract Quarterly performance bonus of up to 10% of quarterly base pay , based on efficiency, collaboration, and innovation, subject to company financial performance and eligibility after 6 months Direct working relationship with the leadership team of a growing company High visibility and an opportunity to have a meaningful impact on day-to-day operations Long-term opportunity with an expanding scope of responsibilities