Executive Support Coordinator- PLAPEA0034

Job Title: Executive Support Coordinator

Location: Remote (Ability to work within specified time zones as needed)

Work Schedule: Flexible based on employer's needs, typically Monday to Friday.

Company Overview:

Sagan is an exclusive membership community for top executives, founders, and CEOs seeking to hire and maximize the impact of international talent. We bridge the gap between global talent and US-based businesses, connecting candidates from vibrant regions like Latin America, the Philippines, India, Pakistan, Bangladesh, and Africa with leading American companies. Discover a world of career possibilities with Sagan.

Position Overview:

We are looking for a highly skilled and proactive Executive Support Coordinator with proven experience in executive support or high-level administrative assistance to provide strategic administrative support in a fast-paced, remote work environment. This role is more than just managing schedules and emails, it requires critical thinking, problem-solving, and the ability to anticipate the needs of executives. You will be responsible for optimizing workflows, coordinating high-level projects, and ensuring seamless day-to-day operations.

The ideal candidate is highly organized, tech-savvy, and detail-oriented, with a strong ability to manage competing priorities while maintaining discretion and professionalism.

Key Responsibilities:

• Calendar & Schedule Management: Handle complex scheduling across multiple time zones, anticipate conflicts, and adjust priorities as needed.
• Email & Communication Management: Monitor and manage email correspondence, draft responses, and ensure timely follow-ups with internal and external stakeholders.
• Project Coordination: Support executive-led initiatives by tracking deadlines, managing deliverables, and ensuring alignment across teams.
• Travel & Logistics Coordination: Plan and manage travel itineraries, including flights, accommodations, transportation, and event logistics.
• Document & Data Management: Prepare reports, presentations, and meeting agendas with accuracy and attention to detail.
• Process Improvement & Automation: Leverage tools like Notion, Asana, or Zapier to enhance efficiency and optimize workflows.
• Stakeholder & Vendor Coordination: Act as the main point of contact for vendors, contractors, and external partners, ensuring smooth collaboration.
• Confidential Task Management: Handle sensitive company and executive matters with the highest level of discretion.

Qualifications:

• Mandatory: Minimum of 2+ years of proven experience as an Executive Assistant, Administrative Assistant, or in a similar high-level executive support role. Applications without this experience will not be considered.
• Proven experience supporting executives, with a strong focus on email and calendar management across multiple time zones.
• Strong written and verbal communication skills in English, with the ability to draft professional correspondence.
• Proficiency in Microsoft Office Suite and Google Workspace.
• Tech-savvy with experience using CRM systems (e.g., HubSpot), project management tools (e.g., Notion, Asana, Monday.com).
• Exceptional organizational skills, with a demonstrated ability to prioritize multiple tasks efficiently.
• Analytical mindset, capable of problem-solving, process optimization, and improving operational workflows.
• Strong ability to work independently, take initiative, and anticipate executive needs.

Nice to Haves:

• Familiarity with financial tasks such as invoicing, expense tracking, and budget reporting.
• Background in process automation and workflow optimization.

Only candidates who achieve an 80% or higher score on the assessment will be considered.