55199994480 - Executive Assistant/ Program Manager

🌎 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

1. 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

1. 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

1. 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

1. 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

1. 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
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