55199994480 - Executive Assistant/ Program Manager

Job Description

Position: Executive Assistant/Program Manager

Location: Remote (Global)

Employment Type: Full-Time

Type of contract: Independent contractor 

🌎 Work from any corner of the world and be a part of the #remoteworkrevolution!‼️

Scope of the role:

We’re a fast-moving media and digital business hiring an Executive Assistant / Program Manager to be the operational backbone of leadership.

This is not a passive admin role. You are the person who brings order to chaos, enforces structure, and ensures execution actually happens. You’ll combine high-level executive support with hands-on project and systems management, acting as a true force multiplier for leadership.

If you wait for instructions, this role will crush you. If you anticipate, organize, and follow through relentlessly, you’ll thrive.

Responsibilities:

1. Executive & Calendar Management

• Own Google Calendar management across multiple executives and priorities
• Schedule internal meetings, external calls, and live show recordings
• Manage complex, multi-time-zone scheduling
• Anticipate conflicts and resolve them before they surface
• Protect executive time and keep calendars clean, realistic, and intentional

2. Show & Content Scheduling

• Coordinate show and recording schedules end-to-end
• Track guest availability, prep timelines, and episode deliverables
• Ensure hosts, producers, and stakeholders are aligned before recordings
• Maintain accurate, up-to-date scheduling documentation
• Prevent last-minute chaos through proactive planning

3. Project & Program Management

• Act as a PM “super-admin” across initiatives
• Track tasks, deadlines, owners, and dependencies
• Follow up aggressively to ensure execution
• Surface blockers early and keep projects moving
• Provide leadership with clear status updates — no guessing, no chasing

4. Systems & Documentation

• Build and maintain Notion as the single source of truth, including: SOPs, Project and initiative tracking, Show calendars and guest and outreach pipelines
• Ensure documentation is clear, current, and actually used
• Organize files, links, and reference materials so nothing gets lost

5. Communication & Coordination

• Manage and structure Slack communication
• Route messages, track action items, and close loops
• Coordinate with internal teams and external partners
• Draft agendas, internal notes, and summaries when needed
• Keep conversations focused and execution-oriented

6. LinkedIn & External Organization

• Track LinkedIn outreach, follow-ups, and responses
• Maintain organized contact, guest, and partner lists
• Ensure warm intros and follow-ups don’t fall through the cracks

Requirements:

• 3+ years experience as an Executive Assistant, Operations Manager, or Program Manager
• Strong Notion expertise (non-negotiable)
• Advanced Google Calendar management skills
• Comfortable in fast-paced, Slack-heavy environments
• Proven ability to juggle multiple projects without dropping details
• Highly organized, proactive, and detail-obsessed
• Thinks ahead instead of waiting to be told what to do

Nice to Have

• Experience in media, podcasts, content, or digital businesses
• Familiarity with show or content production workflows
• Experience supporting founders or executives with rapidly changing priorities

What Success Looks Like

• Calendars are clean, intentional, and conflict-free
• Shows are scheduled smoothly and run on time
• Projects move forward without leadership chasing updates
• Notion is the unquestioned single source of truth
• Leadership has mental space because execution is handled