We're looking for an
Executive Assistant
to support a senior executive at a well-established clinical skincare brand with a integral omnichannel presence. You will own calendar management, travel booking, and meeting prioritization for an executive leading a team of 30 or more people across a fast-moving consumer beauty business.
This role requires more than organizational skills. The executive moves quickly, has a high volume of incoming meeting requests, and needs an EA with the critical thinking to prioritize correctly — understanding which meetings deserve time on the calendar, which can be delegated, and which can be declined. If you have supported a senior leader managing a large team, think clearly under pressure, and take genuine ownership of your principal's time, this role is a strong fit.
Why You'll Want to Join
You will be paid in
USD
(bi-monthly: every 15th and 30th)
Paid Time Off
in accordance with company policy
Observance of
Holidays
per company guidelines
100% remote setup
so you can work wherever you're most productive
This role requires availability
Monday through Friday, 8 AM to 4 PM US Pacific Time
Support a senior executive at a globally recognized consumer brand with strong omnichannel scale
Stable, long-term role with clear ownership and direct access to senior leadership
What You'll Work On
Calendar Management and Meeting Prioritization
Own the executive's calendar end to end with complete accuracy at all times
Triage incoming meeting requests and apply sound judgment about what should be scheduled, deferred, delegated, or declined
Protect the executive's focus time and ensure the calendar reflects the right priorities for a leader managing a team of 30 or more
Prepare the executive with relevant context and materials ahead of every commitment
Resolve scheduling conflicts proactively and without creating friction for stakeholders
Travel Booking and Logistics
Book and manage all domestic and international travel including flights, hotels, ground transportation, and dining reservations
Build detailed itineraries with all confirmations, logistics, and timing buffers organized and shared in advance




Handle last-minute changes, cancellations, and re-routes efficiently and without disruption
Anticipate travel-related needs and coordinate logistics end to end so the executive can focus entirely on the work
Communications and Correspondence
Manage the executive's inbox, flag priority items, and draft responses as needed
Communicate professionally on behalf of the executive with internal stakeholders, external partners, and vendors
Ensure all follow-ups, confirmations, and open items are tracked and closed without prompting
Administrative and Operational Support
Handle expense reporting, document management, and recurring administrative tasks accurately and on time
Support the executive with ad hoc projects and special requests as they arise
Maintain organized systems across email, calendar, and documents so everything is easy to find and always current
What You Bring
Proven experience as an Executive Assistant supporting a senior leader managing a team of 30 or more people — this is a hard requirement
Strong critical thinking skills with the ability to independently assess and prioritize meeting requests based on the executive's goals and workload
Expert calendar management skills with a track record of keeping a complex, high-volume calendar running without errors or gaps
Excellent international and domestic travel booking experience with strong attention to logistics and detail
Excellent written and verbal English communication skills with a polished and professional tone
Proactive and self-directed with strong follow-through on every open item
Highly discreet and reliable when handling sensitive business information
Available Monday through Friday, 8 AM to 4 PM US Pacific Time
Nice to Have




Experience supporting a senior executive in a consumer goods, beauty, retail, or lifestyle brand environment
Background managing travel and calendars for executives with large, cross-functional teams
Familiarity with tools such as Google Workspace, Microsoft Office, Concur, or similar expense and travel platforms
Experience working in a corporate environment where stakeholder management and professionalism are non-negotiable
How to Apply
Please include:
Your
updated resume
A
short Loom video (1 to 2 minutes)
introducing yourself, describing your experience supporting a senior executive with a large team, and walking through how you approach a situation where the executive has five meeting requests for the same time slot and you have to decide what gets scheduled
Only candidates who submit a Loom video will be moved to the next step of the hiring process.
If you are a sharp, organized EA who can manage a complex calendar, book seamless travel, and apply real judgment to what deserves a senior executive's time, this role gives you the stability and the direct access to do your best work.
Application Process Overview
Our comprehensive selection process ensures we find the right fit for both you and our clients:
Initial Application
- Submit your application and complete our prequalifying questions
Video Introduction
- Record an video introduction to showcase your communication skills and work experience
Role-Specific Assessment
- Complete a homework assignment tailored to the position (if applicable)
Recruitment Interview
- Initial screening with our talent team
Executive Interview
- Meet with senior leadership to discuss role alignment
Client Interview
- Final interview with the client team you'd be supporting
Background & Reference Check
- Professional reference verification
Job Offer
- Successful candidates receive a formal offer to join the team
Each stage is designed to evaluate your fit for the role while giving you insights into our company culture and expectations. We'll keep you informed throughout the process and provide feedback at each step.

📌 Senior Executive Assistant (Xico)
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