Executive Assistant

The Executive Assistant at Brightsand Designs is much more than a calendar and inbox role. You will work directly with our two CEOs and serve as the central point of coordination for the entire company. Your job is to make sure nothing the Executives start, assign, or agree to is ever dropped, and to keep the business moving without anyone having to ask where things stand.

We are looking for someone who knows what needs to happen before being told. You will track every open item across Slack, ClickUp, email, and meetings, turn it into a clear list of priorities, and follow up persistently until each item is done. That includes following up with the CEOs themselves. If something is due, you remind them. If it is still not done, you remind them again, and you call when needed. In this role, persistence is the job.

You will also be the go-to person for the whole team. When someone needs a login, an answer, a file, a meeting set up, or a tool fixed, they come to you first. You will own our internal systems, including our HRIS, company accounts and passwords, software licenses, and access by role. You will find answers on your own instead of escalating questions.

This role is right for someone experienced, highly organized, technically confident, and comfortable working across time zones with senior leaders. If you take ownership, anticipate needs, and enjoy being the person everything runs through, we would like to hear from you.

Key Responsibilities

• Own the CEOs to-do list. Track everything they are asked, promise or assign across Slack, ClickUp, email, the calendar and meeting notes, and turn it into one prioritized list.
• Follow up with the CEOs until every item is finished. Remind them, escalate, and call when something is due or overdue.
• Prepare everything the CEOs need to finish a task, including draft replies, files, links and calls, so they only need to approve or send.
• Log every task and meeting action item in ClickUp the same day, with an owner, a deadline and the source link.
• Send a morning brief and an end-of-day report every working day, and run a weekly review with both CEOs.
• Manage calendars and meetings across time zones. Record meetings, pull full transcripts, prepare meeting sheets, and post same-day summaries.
• Be the go-to person for the whole team on questions, logins, access, tools, files and schedules.
• Coordinate the team. Send announcements and reminders, relay CEO instructions, and make sure everyone is in the right Slack channels and ClickUp folders with correct client assignments.
• Own every company login and password in the HRIS, with access set by role. Rotate passwords on schedule and at every offboarding, manage license seats, and close accounts the company no longer uses.
• Maintain the HRIS and internal systems, including assignments, trainings, announcements, onboarding and offboarding steps, and time-tracking checks.
• Troubleshoot tools and accounts, and work with vendor support until each issue is resolved.
• Support HR with onboarding checklists, attendance checks, leave flags, benefits follow-ups and training records.
• Keep the company knowledge base and Google Drive organized and current.
• Research tools and vendors, get quotes, recommend options and prepare purchases.
• Keep the company's directory and review listings up to date.
• Plan and run internal team events.
• Take on special projects from the CEOs and drive them to completion.

Professional Skills

• Proven experience as an Executive Assistant or in a similar role supporting senior leaders, ideally in an agency, remote, or fast-paced environment
• Strong command of calendar and meeting management across multiple time zones, including scheduling, invites, recurring meetings, and same-day meeting summaries
• Highly proficient with Slack, ClickUp, Google Workspace, Zoom, and AI tools, with the ability to learn new platforms quickly without training
• Comfortable maintaining an HRIS and internal systems, including user access, passwords, license seats, onboarding and offboarding steps, and time-tracking checks
• Able to troubleshoot tools and accounts independently by testing, checking settings, and contacting vendor support before escalating
• Excellent written English, with clear, complete updates that always include status, blockers, next steps, and dates

Core Competencies

• Takes full ownership of outcomes, with the ability to work without reminders, follow-up questions, or step-by-step instructions
• Persistent and proactive, following up with executives and team members as often as needed until work is finished
• Resourceful problem solver who finds answers in existing tools, threads, and documentation before asking
• Exceptional attention to detail. Gets information complete the first time, tests links and forms the way the end user would, and confirms work is actually done before closing it
• Strong judgment in prioritizing competing requests, putting executive priorities first while still supporting the team
• Trustworthy and discreet, with the ability to handle passwords, personnel records, and confidential business information responsibly

Work Requirements

• Comfortable working in a fully remote environment with minimal supervision
• Available during the company's required schedule, with flexibility for meetings across Philippine, Argentine, Australian, UK, and US time zones
• Reachable and responsive during working hours, including by phone when something is urgent
• Able to send a daily morning brief and end-of-day report without being asked
• Committed to strict security and confidentiality: never shares passwords or verification codes in chat, and keeps credentials only in approved systems
• Looking for a stable, long-term role within a growing company

Equipment & Workspace Requirements

• A reliable computer that can run video calls, Google Workspace, ClickUp, and multiple browser tabs smoothly
• A stable internet connection with a backup option, such as mobile data or a secondary provider
• A quiet, professional workspace with a working webcam and microphone
• A phone you can be reached on during working hours, and secure use of company-approved software and password tools