Freelance Executive Assistant

Role overview

WorkGenius Group is looking for a Freelance Executive Assistant to provide dependable, proactive support to one of its executives. This position is designed to keep the executive’s office running smoothly and efficiently.

The assignment runs from 7/26/26 through 1/15/27 and is based in New York City. The schedule is onsite Monday through Thursday and remote on Friday. This is a full-time hours engagement.

What you will do

• Manage scheduling and day-to-day calendar priorities, while preventing conflicts and protecting the executive’s time.
• Prepare the executive for meetings by organizing agendas, background materials, and any supporting documents that will be reviewed.
• Collect input from relevant stakeholders and compile materials for leadership meetings, 1:1s, and similar discussions.
• Coordinate internal and external meetings, offsites, team gatherings, and all-hands sessions, including room booking, venue selection, participant communication, catering, tech setup, agendas, distribution materials, and follow-up notes.
• Handle logistics for visitors and meeting guests, including building security registration where needed, arrival details, greeting, and assisting attendees.
• Arrange domestic and international travel, including flights, ground transportation, hotels, and restaurant bookings, and prepare clear itineraries and travel support materials.
• Proactively identify needs before they arise to create a smooth experience for the executive and others involved.
• Work effectively with a global team across multiple time zones.
• Process business expenses promptly and accurately.
• Support general office operations such as reports, presentations, meeting setup, and supply replenishment.

What is expected

• You should be highly organized, able to handle many competing requests, and skilled at prioritizing what matters most.
• You need to work independently, stay motivated, solve problems quickly, and take ownership from start to finish.
• The role calls for someone who can handle sensitive and confidential information with urgency, discretion, diplomacy, and care.
• You must communicate clearly and professionally through phone, text, Slack, and email.
• A strong interest in learning the business is important so you can support the team thoughtfully and effectively.

Qualifications

• At least 5 years of administrative experience is required.
• Experience supporting C-level executives is required.
• A college degree is required.
• Prior experience coordinating international travel and complex calendars is required.
• You should be comfortable using Google Workspace tools such as Gmail, Docs, and Sheets, and able to learn internal systems quickly.
• Strong written and verbal communication skills are essential.
• Emotional intelligence, good judgment, discretion, and confidentiality are mandatory for this role.

Additional information

This role requires full-time hours and involves both onsite and remote work. The position emphasizes confidentiality, responsiveness, and careful handling of executive priorities and time-sensitive material.