Executive Assistant for Events Company

Project overview

Since 2016, the Europe Asia Company AG has been convening influential leaders in Europe and Asia for robust, curated dialogue to build trust and uncover different perspectives on the most consequential global issues. Its remote team, operating across multiple countries and time zones, is looking to expand by hiring a highly organized, reliable, and proactive Executive Assistant to provide comprehensive administrative and personal support.

The role requires someone who is comfortable managing a broad range of responsibilities, can anticipate needs, works independently, is confident communicating with C-Suite level professionals, and handles confidential information with absolute discretion.

The ideal candidate is pragmatic, detail-oriented, and able to bring structure to a dynamic environment with evolving priorities.

Executive & Business Administration

Travel Coordination

Professional & Administrative Support

Candidate Profile

The successful candidate should have:

Working Style

This role is best suited to someone who enjoys creating order, taking responsibility, and making everyday administrative matters run smoothly. The Executive Assistant will be given significant autonomy and is expected to exercise sound judgment, communicate proactively, and ensure that agreed tasks are completed reliably and on time.

The exact scope of responsibilities may evolve depending on current priorities and projects.

Job facts: Direct client project

• Manage the Founder’s calendar by coordinating meetings, reservations, activities, and travel arrangements.
• Schedule meetings and calls: coordinate participants’ availability, identify and book suitable meeting venues, send invitations with clear meeting descriptions.
• Liaise with business contacts and external partners on behalf of the Founder where appropriate.
• Maintain contact lists in HubSpot, ensuring contact information is up to date.
• Research, obtain quotes, compare options, and coordinate purchases and services.
• Follow up proactively on outstanding tasks, requests, deliveries, appointments, and administrative matters.
• Ensure communications reflect Europe Asia Company standards of tone, clarity, and discretion.
• Organize international travel, including flights, accommodation, transfers, itineraries, and reservations for the Founder, team, and event participants.
• Prepare detailed travel plans and ensure relevant documents and arrangements are in place.
• Support the organization of team events and retreats.
• Maintain oversight of Founder’s inbox, and ensure all inbound communications are responded to on time by Founder and/or Chief of Staff or Communications Officer.
• Prepare documents, presentations, correspondence incl. personal cards, and meeting materials as required.
• Conduct online research and summarize information clearly.
• Organize and maintain a system of records, documents, invoices, agreements, and other administrative files in Google Drive folders in a structured manner.
• Proactively propose improvements to established ways of working.
• Previous experience as a Personal Assistant, Executive Assistant, Office Manager, or in a comparable coordination role.
• Excellent organizational and time-management skills.
• A highly structured and detail-oriented way of working.
• Strong written and verbal communication skills.
• The ability to prioritize effectively and manage several topics simultaneously.
• A proactive mindset and the ability to identify what needs to be done without requiring continuous instruction.
• Strong problem-solving skills and a practical, solution-oriented approach.
• Excellent judgment and a high degree of discretion when handling private or confidential information.
• Confidence working independently while keeping the Founder appropriately informed.
• Solid digital skills, including Google Workspace and the ability to quickly learn new applications and systems. Experience with Claude and Airtable is preferred.

Project details

• Start: asap
• Remote: remote
• Location: USA, US