Senior Executive Assistant

Scale Army is seeking an experienced Senior Executive Assistant to provide high-level administrative, operational, and project support to the CEO. The role involves managing competing priorities, coordinating communications, and ensuring important tasks and projects continue moving forward.

The Senior Executive Assistant will serve as a trusted partner to the CEO, managing calendar and inbox priorities while coordinating projects, communications, meetings, travel, and administrative responsibilities. This role supports U.S.-based clients and requires availability from 9:00 AM to 5:00 PM Pacific Time.

This fully remote opportunity is open to candidates based in LATAM, Africa, and Eastern Europe. The position offers the opportunity to take ownership of critical executive support and project coordination responsibilities while helping leadership and the broader team operate effectively.

• 5+ years of experience as an Executive Assistant, Senior Executive Assistant, or similar executive support professional.
• Proven experience directly supporting CEOs or other C-level executives.
• Significant hands-on experience managing complex executive calendars and inboxes.
• Experience coordinating projects, deadlines, and deliverables across multiple stakeholders.
• Experience managing executive meetings, travel arrangements, and administrative logistics.
• Experience drafting professional communications on behalf of senior executives.
• Experience operating in fast-paced, high-demand environments with competing priorities.
• Exceptional organizational and time-management skills with the ability to manage multiple priorities simultaneously.
• Strong calendar and inbox management capabilities.
• Strong project coordination and follow-through skills.
• Excellent written and verbal communication skills.
• Strong attention to detail and commitment to accuracy.
• Ability to anticipate needs, identify potential issues, and act proactively.
• Strong judgment when prioritizing executive requests and responsibilities.
• Ability to work independently without requiring constant direction.
• Comfortable handling confidential and sensitive executive information with discretion.
• Proficiency with Microsoft Office and Google Workspace.
• Ability to coordinate effectively across executives, internal teams, and external stakeholders.
• Adaptable and comfortable working in a fast-paced environment where priorities may change quickly.
• Availability to work U.S. business hours aligned with the client's time zone.

• Manage the CEO's calendar, including scheduling meetings, resolving conflicts, and protecting time for key priorities.
• Coordinate internal and external meetings while ensuring appropriate preparation and follow-up.
• Monitor and organize the CEO's inbox, identifying and prioritizing important communications.
• Draft email responses and other correspondence on behalf of the CEO when appropriate.
• Track important requests, commitments, and follow-ups to ensure action items are completed.
• Proactively anticipate scheduling and communication needs.
• Coordinate projects and initiatives across multiple teams and stakeholders.
• Track project timelines, deliverables, deadlines, and outstanding action items.
• Follow up with team members to ensure commitments and deadlines remain on track.
• Keep the CEO informed of project progress, risks, delays, and important developments.
• Coordinate resources and information required to move projects forward.
• Maintain visibility across multiple concurrent priorities and proactively identify potential blockers.
• Act as a key point of contact between the CEO and internal teams.
• Coordinate communication with external stakeholders on behalf of the CEO.
• Draft and distribute meeting agendas, follow-up emails, updates, and other executive communications.
• Ensure relevant information reaches the appropriate stakeholders efficiently.
• Maintain professional and organized communication across executive, team, and external interactions.
• Organize meetings, conferences, and other executive commitments.
• Prepare agendas, documents, and supporting materials ahead of meetings.
• Coordinate travel arrangements, itineraries, reservations, and related logistics for business trips.
• Ensure the CEO has the necessary information and materials for meetings and travel.
• Track post-meeting action items and coordinate follow-ups.
• Support the CEO with personal administrative responsibilities, appointments, and projects.
• Coordinate personal and professional schedules to support effective time management.
• Handle administrative requests with discretion, accuracy, and appropriate prioritization.
• Maintain organized documentation and information related to executive responsibilities.
• Adapt quickly as priorities and requirements change.
• Help maintain alignment between the CEO and internal teams.
• Follow up on tasks, deliverables, and requests assigned across the organization.
• Support team members with coordination and administrative needs when appropriate.
• Ensure resources, information, and documentation are available to maintain workflow.
• Identify opportunities to improve administrative processes and executive workflows.
• Take ownership of operational details that allow the CEO to remain focused on strategic priorities.