Senior Executive Assistant- Freelance, Remote

About the ClientOur client is a well-funded, VC-backed technology company building advanced robotics and autonomy for the construction industry. Led by seasoned leaders from top autonomous systems teams, they are accelerating how the world builds critical infrastructure. The company operates at the intersection of AI, robotics, and construction, scaling fast in a high-stakes, execution-focused environment.Why does this role exist?The executive team needs a senior-level EA who can immediately expand leadership capacity and eliminate administrative bottlenecks. Their current admin support is overextended, and junior-level help has proven insufficient for the complexity and pace of the work. This role exists to provide proactive, independent, end-to-end executive support—especially calendar operations, complex travel, expense rigor, communications, and full ownership of team offsites—so founders can stay focused on strategy and execution.The Impact you’ll makeExecutive Calendar and Meeting OperationsOwn complex calendar orchestration for 2–3 founders; anticipate needs, resolve conflicts, and build buffersDrive attendee coordination, agendas, materials, and pre-reads; ensure all meetings are “show-up ready”Proactively connect dots across leaders and teams; suggest when to consolidate or sequence related discussions Travel and Expense ManagementManage end-to-end travel (flights, hotels, ground) with complete itineraries and contingency planningHandle rapid changes and troubleshooting with minimal disruption to executive timelinesOwn expense reconciliation, receipt capture, coding, and timely submission; follow up proactively on gaps Inbox and Communications StewardshipTriage executive inboxes; draft standard responses; flag true priorities and deadlinesTrack follow-ups and commitments to ensure nothing falls through the cracksInterface professionally with internal teams, vendors, investors, and external partners Event and Offsite OwnershipIndependently plan and execute team offsites and corporate events from concept to debriefLead venue sourcing, vendor negotiations, budget tracking, logistics, catering, A/V, and communicationsDeliver seamless experiences without hand-holding or basic how-to questions Documents, Projects, and Stakeholder SupportDraft and format slide decks and documents to professional standardsManage files and materials; assemble briefing packets and meeting booksCoordinate board/investor scheduling, gift logistics, relationship tracking, and cross-functional follow-upsTrack action items post-meeting and drive accountability across teamsSkills, Knowledge and ExpertiseRequired:Senior-level EA experience supporting founders/C-level executives for 5+ years; not a first or second EA roleProven, end-to-end ownership of team offsites and corporate events (venue/vendor selection through on-site execution and debrief)Demonstrated excellence in complex calendar orchestration across multiple executives and stakeholdersAdvanced experience with full-cycle travel and expense management in fast-paced, high-change environmentsStrong written communication and executive presence; able to represent leaders with discretion and judgmentYour superpowers are...Technical: Google Workspace or Microsoft 365 power user; expert Google/Outlook calendar management; expense tools (e.g., Expensify/Concur); travel platforms; Slack/Zoom; presentation buildingOperational: Vendor sourcing and negotiation; budget tracking; project plans, run-of-show, and debriefs; file and knowledge organizationCommunication: Crisp writing, precise meeting prep, confident stakeholder interfacing, proactive status updatesJudgment: Independent decision-making, prioritization under pressure, ability to anticipate needs and manage trade-offsTraits: Type A organization, high ownership, resourceful problem-solver, calm under pressure, high discretion, low-ego team playerWFH Set-Up:Computer with at least 8GB RAM, an Intel i5 core processor/AMD Ryzen 5 Processor and up.Internet speed of at least 40MBPSHeadset with an extended mic that has noise cancellation and a webcamBack-up computer and internet connectionQuiet, dedicated workspace at homeYou should apply if...You are a proactive self-starter who anticipates needs and takes action without waiting for directionYou’ve independently run team offsites and corporate events end-to-end and love making complex logistics look effortlessYou thrive in fast-moving tech/startup environments, handle last-minute changes with grace, and keep leaders focused on what mattersYou connect dots across people and projects, think two steps ahead, and uphold impeccable standards in service of the executive teamYou’re seeking a true senior EA seat—not a training ground—and you take pride in professional maturity and discretionWhat to expect...Work Setup:Remote positionMust have a reliable internet connection and a quiet workspaceRequired to provide own computer with Intel Core i5 or something similar or higher operating system