Executive Assistant

Overview

Executive Assistant Jobs in Rwanda at remoting.work

Title: Executive Assistant

Company: remoting.work

Location: Rwanda

Job Overview

We are seeking a polished, proactive Executive Assistant to provide high-trust administrative, operational, and representational support to a multi-venture executive based in the United States. This is not a task-execution role, it is a thinking-partner role for an executive whose work spans a preventive-care healthcare organization, a charitable foundation conducting international medical missions, an international consulting practice, and ongoing speaking, publishing, and board commitments. The ideal candidate anticipates rather than reacts, protects executive time without alienating stakeholders, exercises discretion as a default, and is comfortable representing the executive in meetings and communications when called upon. This role is for a USA-based employer and is well-suited to international candidates who can operate fluently across multiple time zones.

About the Company

A Chicago-based, physician-founded healthcare enterprise focused on preventive care, public health, and the global implementation of best practices for health prevention and promotion. The organization includes a managed preventive care entity, an international healthcare consulting and implementation firm with engagements across three dozen U.S. states and five continents, a medical supply distribution business with international operations, and an affiliated foundation that conducts medical missions across the African diaspora on a recurring annual cadence. The principal executive is a published author, sought-after speaker, and active board member across multiple healthcare, civic, and educational organizations.

Ideal Candidate

You are a seasoned executive assistant or chief-of-staff-in-training who has supported a senior leader through complex, multi-entity workloads. You anticipate without being prompted, protect your principal’s time fiercely but graciously, and treat confidentiality as a non-negotiable. You are comfortable making judgment calls, leading meetings on the executive’s behalf when needed, and redirecting traffic so the executive only sees what truly requires their attention. You are growth-oriented — you want to expand your scope over time, learn a non-standard executive methodology, and grow into broader responsibilities. You thrive in fast-paced, multi-stakeholder environments and are unfazed by international coordination, late-night calls across time zones, and the operational complexity of an executive who runs multiple ventures simultaneously.

Key Responsibilities

Executive Anticipation & Calendar Stewardship

• Manage and protect a complex calendar spanning multiple ventures, time zones, and stakeholder groups.
• Hold a recurring weekly planning cadence with the executive to align on priorities, block focus time, and triage incoming requests.
• Anticipate needs ahead of meetings, travel, and events — prepare briefing materials, talking points, business collateral, and logistics in advance rather than on request.
• Serve as the single point of scheduling: route all access requests through one channel and exercise judgment about which requests warrant the executive’s attention versus delegation.

Executive Representation & Judgment

• Represent the executive in select meetings and communications, including leading meetings on the executive’s behalf when scheduling conflicts or travel make this necessary.
• Draft correspondence, statements, and follow-up communications in the executive’s voice.
• Make judgment calls on access, prioritization, and routing — including redirecting stakeholders to the appropriate party when the executive is not the right point of contact.
• Capture decisions, action items, and ownership in real time; close the loop with the executive on anything requiring their attention.

Discretion & Confidential Communication

• Handle sensitive information across healthcare, board, donor, financial, and personnel matters with absolute discretion.
• Maintain secure handling of confidential documents, communications, and records.
• Exercise consistent judgment about what to share, what to escalate, and what to hold.

Cross-Entity & International Coordination

• Coordinate logistics across multiple operating entities and geographies, including international consulting engagements and recurring annual medical missions.
• Manage international travel end-to-end: visa applications, multi-country itineraries, flights, accommodations, ground transportation, and on-the-ground venue arrangements.
• Liaise with in-country partners, leadership teams, vendors, and stakeholders across multiple regions and time zones.
• Build and maintain a centralized view of organization-wide commitments, travel, and events so the executive and leadership team operate with shared visibility.

Project & Pipeline Coordination

• Track strategic initiatives, deliverables, and deadlines across the executive’s ventures.
• Prepare meeting packs, pre-reads, agendas, and follow-up summaries for board meetings, quarterly business reviews, and external engagements.
• Conduct research and prepare executive briefings on people, organizations, and topics relevant to upcoming meetings and decisions.
• Drive interdepartmental communication to keep cross-entity projects aligned and unblocked.

Operations & Administrative Support

• Coordinate expense reporting, vendor contracts, renewals, and invoicing.
• Maintain organized digital filing systems and records across the executive’s ventures.
• Support documentation, onboarding, and coordination tasks for new partners, vendors, or team members as required.

Skill Sets Required / Preferred

Technical Skills

• Calendar and productivity tools: Microsoft 365, Google Workspace, Zoom, Microsoft Teams, Slack.
• Document preparation: Word, PowerPoint, Excel, Google Docs, Google Slides, Google Sheets.
• International travel coordination: experience with visa applications, multi-country itinerary planning, and global travel logistics.
• Project and task tracking: Asana, Trello, Monday.com, Notion, or comparable.
• Comfort with AI-assisted research and drafting tools to accelerate routine work.
• Familiarity with basic expense and bookkeeping tools (QuickBooks, Xero, or similar) — a plus, not required.

Soft Skills

• Exceptional anticipation and prioritization — operates two steps ahead of the executive.
• Polished written and verbal communication; can write in the executive’s voice with minimal revision.
• Discretion and confidentiality as default settings.
• Strong judgment under pressure, including comfort making access and routing decisions independently.
• Comfort representing a senior executive in meetings, with external stakeholders, and across cultures.
• Growth orientation — actively wants to expand scope and grow into broader responsibilities.
• Reliability across time zones, including occasional after-hours availability for time-sensitive matters.
• Cross-cultural fluency; comfort working with US-, Africa-, and globally-based teams.

Experience & Education

• Education: Bachelor’s degree preferred; equivalent professional experience considered.
• Experience: 4+ years supporting senior executives or principals, ideally across multiple entities or in a chief-of-staff-adjacent capacity.
• Demonstrated track record of representing executives in meetings or communications, not only scheduling them.
• Experience coordinating international travel and multi-country logistics strongly preferred.
• Exposure to healthcare, nonprofit, or foundation environments is a plus.