Executive Assistant - (HR31556DP)

Job Title: Executive Assistant
Location: Remote (PST Time Zone)
Salary Range: up to 2500 USD

Work Schedule: Monday - Friday, approximately 9:00 AM to 5:00 PM (PST), with ~4 hours of overlap required

NOTE: INDEPENDENT CONTRACTOR POSITION

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. Sagan provides a high-performance remote work environment, ensuring access to world-class opportunities for top-tier professionals.

About the Company:

Sagan represents a founder-led consulting firm helping teams transform business operations through a combination of modern software, no-code automation, AI, and workflow design. The team operates remotely, values deep focus over urgency, and is shaping a future where work is more meaningful and systems run smoothly behind the scenes.

Position Overview:

As an Executive Assistant, you'll work directly with two co-founders to manage the administrative operations of a growing consulting firm. You"ll be a key strategic partner who protects their time, keeps projects organized, and ensures follow-through across the board. This role is ideal for someone who thrives in a remote-first, async-friendly environment and takes pride in making the business run like clockwork.

Key Responsibilities:

Administrative Support:

• Manage calendars and inboxes for both co-founders, prioritizing and flagging key items.
• Prepare meeting agendas, materials, and ensure follow-ups stay on track.
• Coordinate tasks and timelines across internal and client-facing work.
• Identify slipping priorities and close open loops proactively.

Co-Founder Focus & Flow:

• Capture ideas and action items surfaced in conversations and Slack.
• Maintain a weekly "What's on Our Radar" document.
• Run weekly and monthly planning cycles with both co-founders.

Communication & Coordination:

• Serve as the point of contact between founders, the internal team, and external partners.
• Route incoming messages via Slack and email efficiently.
• Keep internal and client documentation organized and accessible.

Project & Process Support:

• Track internal project progress and deadlines.
• Maintain SOPs and shared knowledge bases.
• Research vendors and tools as needed.

Business Operations:

• Support contract and basic HR workflows (e.g., interview coordination, onboarding).
• Step in wherever needed to keep things running smoothly.

Qualifications:

• 2-5 years of experience as an Executive Assistant or Administrative Assistant.
• Strong organizational instincts and systems-thinking approach.
• Excellent written communication skills.
• High proficiency in Google Workspace (Gmail, Docs, Sheets, Calendar).
• Comfortable with Slack and one of: Notion, Airtable, or Coda.
• Trustworthy with confidential information.
• Proactive, detail-oriented, and self-managing.

Nice-to-Haves:

• Experience supporting founders or senior leadership in consulting or professional services.
• Background in project coordination or light project management.
• Experience working in fast-growing, remote-first companies.
• Comfortably supporting more than one executive simultaneously.

Resume Submission Guidelines:

💡To help us review your application efficiently, please submit your resume in text-based PDF format only.

🔸Avoid uploading scanned documents, image files (JPG/PNG), or Word documents (DOC/DOCX) format to prevent your application from being overlooked.

📍Important: For timely processing, both your resume and introductory video must be submitted in English.