Executive Assistant, Remote

The Executive Assistant role performs a variety of administrative tasks, including scheduling appointments, compiling or preparing reports, booking travel, planning meetings, managing communications, supporting 3-4 senior executives. The role facilitates the effectiveness of Aledade’s Executive Team through collaboration with clients and colleagues in a fast-paced environment.

Primary Duties

• Manage calendars, including internal and external commitments; ensure that schedules are followed and respected to optimize schedules & meeting conflicts are proactively resolved
• Compile data and provide various regular and ad hoc reports to management for review and determination; review, research and/or enter data in various systems to support respective functional areas
• Serves as first point of contact for the operational functional areas and various other internal departments to receive, solve and/or escalate inquiries and issues
• Prioritize and track inbound communication to assigned executives — including meeting requests, information requests, etc.
• Provide administrative support to team of 3-4 executives, including coordination of travel arrangements and itineraries; supporting onboarding and offboarding efforts of employees; preparing and submitting expense reports; coordinating logistics for meetings and special events; assisting with company events and team retreats
• Support the team in adopting AI-driven workflows and tools to enhance efficiency; assist with AI-related initiatives and projects as needed.

Minimum Qualifications

• 6+ years of relevant work experience, with 3+ years of direct experience as an executive administrative assistant
• Available to work across various time zones and/or non-traditional working hours on occasion, as needed
• Proven adaptability and a strong willingness to learn new technologies, including emerging AI tools and platforms.

Preferred Qualifications

• Time Zone Aligned: You are ideally located in the Central or Eastern Time Zone and are comfortable occasionally adjusting your hours to support executives working across different regions.
• In-depth understanding of executive team operations
• Ability to manage complex calendars and negotiate scheduling across multiple executives
• Excellent verbal and written communication skills
• Strong organizational and time-management skills; attention to detail and problem-solving skills
• Strong intuition for exercising discretion and confidentiality
• Hands on experience with Google Suite preferred
• Experience with AI-powered tools (e.g., Claude, Gemini, Chat) to streamline administrative tasks and improve productivity.

Physical Requirements

• Sitting for prolonged periods of time. Extensive use of computers and keyboard. Occasional walking and lifting may be required.
• Available to work across various time zones and/or non-traditional working hours on occasion, as needed