Company Overview

The organisation works in a professional environment where effective stakeholder communication, reliable scheduling, and well-managed business relationships support its day-to-day operations. Its senior leadership interacts with internal teams, external partners, service providers, and other professional contacts, making clear communication and dependable coordination important to the organisation’s effectiveness.

The organisation values professionalism, responsiveness, cultural awareness, and careful information management. It seeks an Executive Assistant who can coordinate interactions across different teams and time zones while ensuring that meetings, correspondence, and follow-up activities are handled accurately.

The successful candidate will help create a consistent and professional experience for stakeholders interacting with the executive office. They will maintain organised communication records, prepare meeting materials, coordinate scheduling requirements, and support timely follow-through on commitments.

Role Summary

The Remote Executive Assistant — Stakeholder Relations & International Scheduling will provide administrative support to senior leadership with a particular focus on stakeholder communication, international meeting coordination, and executive correspondence. The role involves managing calendars across time zones, organising virtual and in-person meetings where required, preparing briefing materials, and coordinating follow-up with internal and external participants.

The successful candidate will help ensure that executives are prepared for important conversations by gathering relevant background information, confirming meeting arrangements, and organising the documentation needed for effective discussions. They will also monitor outstanding communications and commitments, helping ensure that requests are acknowledged and follow-up actions are completed.

This role requires strong interpersonal skills, professional writing ability, cultural sensitivity, and confidence managing multiple communication channels. The ideal candidate will be proactive without exceeding their authority, exercise discretion when handling sensitive matters, and maintain a consistent standard of professionalism when representing the executive office.

Key Responsibilities

• Manage executive calendars involving internal meetings, external appointments, stakeholder discussions, and international scheduling requirements.
• Coordinate meetings across time zones, confirming availability, identifying suitable time slots, and communicating schedule details clearly to all participants.
• Organise virtual meetings and, where required, coordinate meeting venues, travel arrangements, itineraries, and supporting logistics.
• Prepare professional invitations, meeting confirmations, agendas, briefing notes, and follow-up correspondence for executive review.
• Maintain accurate contact records and communication histories for relevant business partners, suppliers, advisers, and other authorised stakeholders.
• Monitor incoming correspondence and administrative requests, identifying urgent matters and ensuring that messages are routed to the appropriate person.
• Draft, edit, and proofread business correspondence, meeting follow-ups, routine stakeholder updates, and other executive communications.
• Collect background information and supporting documents before important meetings, ensuring that executives have access to relevant and current materials.
• Coordinate communication between executives and internal departments to confirm meeting objectives, gather responses, and prepare required information.
• Record meeting outcomes, document agreed commitments, and follow up with relevant stakeholders on outstanding actions and deliverables.
• Maintain a schedule of important business events, reporting deadlines, external meetings, and other commitments requiring executive attention.
• Support the coordination of partner meetings, professional briefings, stakeholder consultations, and internal-external collaboration sessions.
• Assist with the preparation of presentations, business summaries, briefing packs, and other materials used in stakeholder discussions.
• Monitor outstanding responses and follow-up items, providing reminders and status updates to help ensure that commitments are addressed promptly.
• Maintain organised digital files for correspondence, meeting notes, presentations, contact information, and approved supporting documentation.
• Ensure that external communications follow the organisation’s professional standards and any relevant instructions provided by executive leadership.
• Handle sensitive communications and commercially confidential information discreetly, sharing documents only with authorised recipients.
• Coordinate administrative arrangements for visiting stakeholders or senior participants, including access instructions and meeting logistics where applicable.
• Adapt schedules and communication plans when meetings are postponed, priorities change, or urgent requests arise.
• Identify opportunities to improve stakeholder scheduling, contact management, communication templates, and executive meeting preparation.
• Maintain a courteous, responsive, and solutions-focused approach when resolving routine scheduling conflicts and administrative issues.

Requirements and Qualifications

• Previous experience as an Executive Assistant, Personal Assistant, Executive Coordinator, Office Coordinator, or in a comparable administrative role.
• Demonstrated experience coordinating meetings, handling professional correspondence, and supporting senior stakeholders.
• Strong written and verbal English communication skills, including the ability to prepare polished business correspondence and meeting documentation.
• Experience managing calendars and scheduling meetings across different time zones.
• Proficiency with Microsoft Outlook or Google Calendar, Microsoft 365 or Google Workspace, virtual meeting platforms, and digital collaboration tools.
• Strong organisational skills and the ability to coordinate multiple meetings, deadlines, communications, and follow-up activities simultaneously.
• Excellent attention to detail when managing participant lists, meeting invitations, documents, contact records, and scheduling information.
• Ability to communicate professionally with internal teams, external business contacts, and senior stakeholders.
• Cultural awareness and the ability to adapt communication style appropriately when working with people from different professional and geographic backgrounds.
• High standards of confidentiality, discretion, integrity, and judgement when handling executive communications.
• Ability to anticipate scheduling challenges, resolve routine conflicts, and escalate sensitive matters appropriately.
• A proactive and service-oriented approach, with a strong commitment to timely responses and dependable follow-through.
• Ability to work independently from a remote location and maintain effective communication with colleagues during agreed working hours.
• Flexibility to coordinate occasional meetings outside standard local hours when justified by international scheduling requirements and agreed working arrangements.
• A qualification in business administration, communications, international business, or a related discipline is advantageous.
• Knowledge of Estonian or additional European languages is beneficial; professional proficiency in English is required.

Benefits

• Fully remote working arrangement within Estonia.
• Full-time, permanent employment with a focus on executive coordination and stakeholder communication.
• Opportunity to develop experience in international scheduling, business correspondence, and professional relationship support.
• Exposure to senior-level meetings, external stakeholder engagement, and cross-functional coordination.
• Opportunities to strengthen communication, time management, and executive administration skills.
• Access to digital tools and structured processes that support efficient remote collaboration.
• Professional development opportunities in executive support, business communication, and stakeholder coordination.
• A professional environment that values discretion, reliability, cultural awareness, and continuous improvement.

Application Instructions

Applicants should submit an up-to-date CV describing their executive assistance, stakeholder coordination, scheduling, and business communication experience. Highlight your experience managing international calendars, preparing executive correspondence, organising virtual meetings, and coordinating follow-up activities.

Candidates should identify the communication, calendar, and collaboration tools they have used and describe how they maintain accuracy while managing competing priorities. Experience working remotely and coordinating across time zones should be included where applicable.

Applications will be assessed on communication quality, organisational skills, professionalism, discretion, and the ability to provide dependable executive support. Please apply through the official application channel associated with the vacancy and provide only information relevant to your suitability for the position.

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