Executive Assistant

📢 Position: Executive Assistant

⏱️ Timings: Flexible US Hours

 📍 Work Mode: Remote, Full-time

Role Overview

The Maddex is looking for a highly organized, proactive Executive Assistant to work directly with the CEO and manage day-to-day executive operations. This role is responsible for protecting the CEO’s time, managing priorities, and ensuring nothing slips through the cracks. This is not a basic admin role. You will act as the CEO’s gatekeeper, organizer, and execution partner.

Key Responsibilities

Executive Support

a. Manage the CEO’s calendar, meetings, and scheduling across multiple time zones

b. Screen, prioritize, and respond to emails and messages on behalf of the CEO

c. Prepare meeting agendas, notes, and follow-ups

d. Handle travel arrangements, reminders, and deadlines

Priority & Task Management

a. Track CEO-level tasks, commitments, and follow-ups

b. Ensure action items from meetings are executed

c. Proactively remind and follow up with internal teams and external partners

d. Keep the CEO focused on high-impact work

Communication & Coordination

a. Act as the primary point of contact between the CEO and internal teams

b. Coordinate with clients, partners, and vendors professionally

c. Draft emails, internal updates, and light documentation as needed

Organization & Systems

a. Maintain organized digital files, documents, and notes

b. Assist with CRM, project tools, and internal dashboards

c. Improve workflows and suggest efficiency improvements

Requirements

Must-Have

1. 2+ years experience as an Executive Assistant, Virtual Assistant, or similar role

2. Strong written and verbal communication skills

3. Excellent organization, time management, and attention to detail

4. Ability to work independently in a remote environment

5. Comfortable handling sensitive and confidential information

6. Tech-savvy with tools like Google Workspace, Slack, Zoom, Notion/Monday, or similar

Nice-to-Have

a. Experience supporting a CEO, founder, or agency owner

b. Familiarity with digital marketing, SEO, or agency operations

c. Experience working with distributed or overseas teams

d. Light project management experience

What Success Looks Like

1. The CEO’s calendar is clean, intentional, and protected

2. Meetings are prepared, productive, and followed up on

3. No missed deadlines, dropped conversations, or forgotten tasks

4. The CEO spends more time on strategy and growth—not admin

Work Schedule

i. Full-time, remote

ii. Availability aligned with U.S. business hours (flexible but responsive)

📩 Apply Now: hr@themaddex.com