Executive Assistant (Remote) - Contract id-13881

Job Description

We’re a small and nimble product design agency looking for an Executive Assistant to join our team. This is a part time contract position with potential to grow.

If you’re organized, proactive, have excellent writing skills, feel comfortable explaining things virtually, and have remote work experience, this might be the perfect role for you!

As our Executive Assistant, you’ll be a key player in helping our product design studio grow by assisting the leadership team with growth tasks. You’ll also directly contribute to the efficiency of our day-to-day operations, freeing up time for strategic decision making for leadership. By keeping things organized you'll ensure everything behind the scenes runs smoothly and efficiently.

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You’ll collaborate with a talented team working on cutting-edge projects that transform user experiences and make life better in healthcare, education and other industries. We're also dedicate to helping our team members grow. You'll have chances to get exposure to the latest technologies and industry trends and develop your skills in the direction you want.

 

What You’ll Be Doing:

  • Calendar & Meeting Management: You’ll keep the schedule on track, set up meetings, and make sure everything runs on time. Bonus if you love keeping people organized!
  • Email Management: You’ll handle the inbox, respond to emails, and make sure nothing important slips through the cracks—while writing with clarity and professionalism.
  • Outreach & Coordination: You’ll help with outreach to potential clients or partners, schedule follow-ups, and ensure all communication is polished and on-point.
  • Project & Task Management: You’ll use tools like ClickUp or Notion to stay on top of projects and make sure deadlines are met.
  • Client & Vendor Communication: You’ll be the go-to person for coordinating with clients and vendors, setting up calls, and ensuring clear communication.
  • Research & Sourcing: You’ll help research potential leads or vendors and assist with gathering information to support our business decisions—all while delivering well-structured summaries and reports.
  • Provide updates and training via videos: You’ll use async tools like Loom to explain updates, walk through work, and keep clients or partners in the loop—so being comfortable on camera is a must.

Requirements

Who You Are:

  • You have excellent writing skills and can communicate clearly and effectively (whether by email, phone, Slack, or Loom).
  • Super organized, detail-oriented, and proactive – you love getting things done!
  • Curious, and open to learning about new subjects
  • Familiarity with marketing tools (website builders, google analytics, basic visual design tool such as Canva)
  • Comfortable with managing multiple tasks and projects at the same time.
  • Previous remote work experience is a must – you’re familiar with the ins and outs of working independently and staying productive in a remote environment.
  • You’re tech-savvy and can pick up new tools quickly (experience with Slack, ClickUp, and Loom is a plus!).
  • Previous experience as an assistant or equivalent, but if you’re fast at learning, we’re open to hearing from you too.

Benefits

Why Work With Us:

  • We’re a small, fully remote team that values flexibility, autonomy, and getting things done.
  • You’ll get to be part of a growing business and have a real impact on how we operate.
  • We encourage development opportunities and employee growth.
  • No corporate stuffiness – we’re all about working smart, having fun, and moving fast.
  • Location Preference: While this is a remote role, we occasionally have in-person workshops. Candidates within driving distance of Philadelphia / South Jersey area will be prioritized.

 

Details:

  • Location: Remote (within driving distance from Philadelphia preferred!)
  • Hours: Part-time with potential to grow.
  • Compensation: $22-30 / hr - depending on qualifications

Executive Assistant (Remote) - Contract id-13881

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Common Interview Questions And Answers

1. HOW DO YOU PLAN YOUR DAY?

This is what this question poses: When do you focus and start working seriously? What are the hours you work optimally? Are you a night owl? A morning bird? Remote teams can be made up of people working on different shifts and around the world, so you won't necessarily be stuck in the 9-5 schedule if it's not for you...

2. HOW DO YOU USE THE DIFFERENT COMMUNICATION TOOLS IN DIFFERENT SITUATIONS?

When you're working on a remote team, there's no way to chat in the hallway between meetings or catch up on the latest project during an office carpool. Therefore, virtual communication will be absolutely essential to get your work done...

3. WHAT IS "WORKING REMOTE" REALLY FOR YOU?

Many people want to work remotely because of the flexibility it allows. You can work anywhere and at any time of the day...

4. WHAT DO YOU NEED IN YOUR PHYSICAL WORKSPACE TO SUCCEED IN YOUR WORK?

With this question, companies are looking to see what equipment they may need to provide you with and to verify how aware you are of what remote working could mean for you physically and logistically...

5. HOW DO YOU PROCESS INFORMATION?

Several years ago, I was working in a team to plan a big event. My supervisor made us all work as a team before the big day. One of our activities has been to find out how each of us processes information...

6. HOW DO YOU MANAGE THE CALENDAR AND THE PROGRAM? WHICH APPLICATIONS / SYSTEM DO YOU USE?

Or you may receive even more specific questions, such as: What's on your calendar? Do you plan blocks of time to do certain types of work? Do you have an open calendar that everyone can see?...

7. HOW DO YOU ORGANIZE FILES, LINKS, AND TABS ON YOUR COMPUTER?

Just like your schedule, how you track files and other information is very important. After all, everything is digital!...

8. HOW TO PRIORITIZE WORK?

The day I watched Marie Forleo's film separating the important from the urgent, my life changed. Not all remote jobs start fast, but most of them are...

9. HOW DO YOU PREPARE FOR A MEETING AND PREPARE A MEETING? WHAT DO YOU SEE HAPPENING DURING THE MEETING?

Just as communication is essential when working remotely, so is organization. Because you won't have those opportunities in the elevator or a casual conversation in the lunchroom, you should take advantage of the little time you have in a video or phone conference...

10. HOW DO YOU USE TECHNOLOGY ON A DAILY BASIS, IN YOUR WORK AND FOR YOUR PLEASURE?

This is a great question because it shows your comfort level with technology, which is very important for a remote worker because you will be working with technology over time...

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