Senior Executive Assistant - 18733

Position: Senior Executive Assistant (C-Suite Support)

Location: Remote - Open to South Africa and Latin America 

Working Timezone: 8am to 5pm , Chicago - Central Standard Time

Employment Type: Full-Time (Independent Contractor)

Overview

Our client, a fast-growing $200M global marketing organization, is seeking a highly experienced Senior Executive Assistant to provide strategic and operational support to a C-Suite leadership team. This role will directly support three senior executives, requiring exceptional organizational ability, discretion, and the capacity to manage multiple priorities across different business entities.

This is not a traditional administrative role — it is a high-level, business-critical position suited for someone who thrives in a fast-paced, high-performance environment.

Key Responsibilities

Executive Support & Coordination

• Manage complex calendars for the CEO and senior executives, including scheduling, prioritization, and conflict resolution
• Coordinate internal and external meetings, ensuring all logistics and materials are prepared in advance
• Act as a gatekeeper, ensuring executives' time is optimized and aligned to business priorities

Inbox & Communication Management

• Manage and triage executive inboxes, prioritizing urgent matters and ensuring timely responses
• Draft, review, and manage high-level correspondence on behalf of executives
• Maintain confidentiality and professionalism across all communications

Documentation & Administration

• Organize and maintain critical business documentation, including legal correspondence, patents, and vendor contracts
• Ensure accurate filing, accessibility, and version control of sensitive documents

Research & Strategic Support

• Conduct high-level competitor research and market analysis to support executive decision-making
• Prepare summaries, reports, and briefing documents as required

Project & Stakeholder Coordination

• Track project progress across multiple companies and business units
• Collect and consolidate updates, ensuring executives have clear visibility on deliverables
• Follow up on action items and ensure accountability across teams

Vendor & Supplier Management

• Manage relationships with suppliers and vendors across multiple businesses
• Coordinate communications, contracts, and deliverables

Multi-Entity Support

• Maintain clear separation between multiple businesses and executives
• Effectively context switch while ensuring priorities, communications, and resources are correctly aligned

Minimum Requirements

• 6+ years’ experience in a Senior Executive Assistant role supporting C-Suite executives
• 8+ years total professional experience
• Proven experience supporting multiple executives simultaneously
• Strong experience in calendar, inbox, and stakeholder management
• Experience working in fast-paced, high-performance environments
• High level of discretion and professionalism

Key Competencies

• Exceptional organizational and time management skills
• Strong attention to detail and accuracy
• Excellent written and verbal communication skills
• Ability to work independently and take initiative
• Strong analytical and research capabilities
• Ability to manage multiple priorities and deadlines simultaneously

Critical Success Traits

• Relentless follow-through – ensures nothing falls through the cracks
• Strong sense of urgency – responds and executes quickly
• Outstanding work ethic – goes above and beyond expectations
• Ability to juggle multiple priorities (“multiple desks”) with ease
• High adaptability – thrives in dynamic, ever-changing environments