Senior Executive Assistant - Freelance, Remote jobs in United States
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Magic · 3 months ago

Senior Executive Assistant - Freelance, Remote

positionUnited States
timeFull-time
remoteRemote
senioritySenior Level
money$7/hr - $7/hr
date5+ years exp

Magic is a company that connects top remote talent with fast-growing businesses. They are seeking a Senior Executive Assistant to manage the executive's calendar, communications, and daily operations across multiple entities to enhance efficiency and drive outcomes.

AppsArtificial Intelligence (AI)B2BCustomer ServiceMessagingMobileOutsourcingTask ManagementVirtual Assistant

Responsibilities

Draft, edit, and send emails on behalf of the executive; manage inbox priorities and triage
Maintain response SLAs and clear communication threads with internal and external stakeholders
Be reachable via text and phone throughout the day for quick-turn decisions and updates
Fully own the executive calendar; schedule meetings and calls across time zones
Anticipate conflicts, prepare agendas/materials, and ensure on-time participation
Coordinate logistics and reminders to keep the day running smoothly
Translate notes into actionable tasks in Asana and track them to completion
Take detailed meeting notes, assign owners, and manage deadlines and follow-ups
Proactively chase updates, remove roadblocks, and escalate issues as needed
Organize Google Drive; maintain a clean, logical file structure and permissions
Keep living documents, SOPs, and checklists up to date
Ensure version control and quick retrieval of critical information
Prepare, track, and file routine paperwork for LLCs, registrations, and compliance
Maintain calendars for licenses, renewals, and filing deadlines
Nice to have: support basic bookkeeping tasks (invoicing, payment follow-ups) and light social media posting

Qualification

Google WorkspaceAsanaExecutive correspondenceLegal/admin tasksProactiveDetail-orientedCommunicationConfidentiality

Required

5–10 years as an Executive Assistant supporting US-based executives
Proven mastery of Gmail/Calendar management and executive correspondence
Advanced proficiency with Google Workspace and Asana
Demonstrated experience handling legal/admin tasks (LLC filings, registrations, compliance paperwork)
Availability Monday–Friday, 7:00 am–4:00 pm Pacific Time and ability to work with minimal supervision
Computer with at least 8GB RAM, an Intel i5 core processor/AMD Ryzen 5 Processor and up
Internet speed of at least 40MBPS
Headset with an extended mic that has noise cancellation and a webcam
Back-up computer and internet connection
Quiet, dedicated workspace at home
extremely detail-oriented, proactive, anticipatory, and organized
excellent written and verbal communication
confident and professional
high discretion/confidentiality
calm under pressure
ownership mindset

Preferred

support basic bookkeeping tasks (invoicing, payment follow-ups)
light social media posting

Company

Magic

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Glassdoor3.6
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Personal and executive assistant service
dateFounded in 2015
location
San Francisco, California, USA
people-size201-500 employees
web-link
https://www.getmagic.com/

Funding

Current Stage
Growth Stage
Total Funding
$12.12M
Key Investors
Sequoia Capital
2023-11-14Series Unknown
2015-03-26Series A· $12M
2014-12-01Seed· $0.12M

Leadership Team

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Aaron Kemmer
Co-Founder
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Nic Novak
Co-Founder & Head of Engineering
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Recent News

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Company data provided by crunchbase