Executive Assistant

About this opportunity

Register interest for suitable Executive Assistant opportunities with private employers or clients supported through DOI Talent. This is a talent pool, not an immediate guaranteed vacancy and not a DOI Management staff position. A specific employer, responsibilities, location and terms will be explained before an introduction; your confirmation is required before your professional information is shared.

Hours and arrangement

Hours, time-zone overlap and engagement terms will be confirmed for each specific opportunity.

What you will do

• Protect an executive's time by prioritizing complex calendars across time zones, resolving conflicts, allowing preparation and travel time, and keeping critical deadlines visible.
• Manage delegated inbox and correspondence workflows, draft professional responses, distinguish urgent decisions from routine administration and escalate sensitive matters.
• Prepare agendas, briefing packs and research summaries; record decisions, maintain action logs and follow through with owners until actions are closed.
• Coordinate travel, accommodation, itineraries, appointments and event logistics, checking requirements and alternatives before approvals and bookings.
• Maintain organized records, expense reports, purchase documentation, contacts and confidential executive materials with controlled access.
• Coordinate stakeholders, service providers and small cross-functional projects; monitor dependencies, report status and flag delays or budget concerns.
• Use collaboration, scheduling, document and task tools confidently. Use AI for appropriate drafting and organization, checking accuracy and permissions before sharing.
• Build practical checklists and repeatable administrative processes; exercise independent judgment within delegated authority.

Experience and requirements

• Evidence of independently supporting an executive, senior manager or comparably demanding client.
• Strong written communication, discretion, time-zone scheduling and stakeholder coordination.
• Practical Microsoft 365 or Google Workspace competence, including documents, spreadsheets and calendar/inbox tools.
• Ability to explain years/months of tool use, proficiency and tasks personally completed; experience with Notion, Teams, Calendly, Tally or equivalent systems.
• Sound judgment about approvals, confidentiality, travel changes, competing priorities and responsible AI use.
• Reliable delivery, attention to detail and transparent communication about capacity and availability.

Additional advantages

• Experience with board materials, executive briefings, founder support or professional-services teams.
• Experience improving administrative workflows and maintaining clear action trackers.

What to include

Provide your CV and anonymized examples of calendar coordination, executive communication or decision follow-up. Explain your role, tools used and a difficult prioritization problem you resolved. Do not submit private inboxes, executive schedules or client records.