Company Overview

The organisation operates across interconnected business functions that require effective coordination, timely reporting, and consistent administrative follow-through. Its leadership team relies on structured information, well-prepared meetings, and clear communication to monitor operational progress, review business priorities, and coordinate activities across departments.

The organisation values efficiency, dependable administration, analytical thinking, and responsible information management. It seeks an Executive Assistant who can combine traditional executive support with business operations coordination and reporting assistance. The successful candidate will help maintain visibility over leadership priorities, organise operational information, and ensure that agreed actions and deadlines remain properly documented.

This position is suited to a professional who enjoys creating order from complex information, following up on outstanding tasks, and helping senior stakeholders maintain a clear view of business activities.

Role Summary

The Remote Executive Assistant — Business Operations & Leadership Reporting will support senior leaders by coordinating administrative workflows, maintaining operational trackers, preparing management materials, and facilitating communication across departments. In addition to calendar and meeting management, the role will involve gathering updates, consolidating information, maintaining action registers, and preparing structured summaries for leadership review.

The successful candidate will help ensure that meetings produce clear outcomes, decisions are documented, and outstanding actions are followed through. They will work with department representatives to collect updates on deadlines, deliverables, and operational priorities, presenting information in a concise and accessible format.

The position requires excellent administrative discipline, confidence working with spreadsheets and digital collaboration tools, and the ability to distinguish urgent matters from routine requests. The Executive Assistant will not be expected to make executive decisions independently but will help ensure that leadership has accurate information and dependable administrative support when making those decisions.

Key Responsibilities

• Coordinate executive calendars and business meetings, ensuring that appointments, planning sessions, and reporting deadlines are scheduled effectively.
• Prepare meeting agendas and briefing packs using information provided by relevant departments, ensuring that materials are complete and distributed on time.
• Maintain action registers that record decisions, responsible stakeholders, target dates, progress updates, and outstanding issues.
• Follow up with department representatives to collect operational updates and ensure that agreed actions are progressing according to schedule.
• Consolidate information from spreadsheets, reports, emails, and project updates into clear summaries for executive review.
• Assist with the preparation of weekly, monthly, and quarterly leadership reports covering operational progress, outstanding actions, upcoming milestones, and key administrative matters.
• Maintain trackers for business priorities, executive commitments, departmental deliverables, approval requests, and other matters requiring follow-up.
• Coordinate information requests between leadership and business functions, ensuring that requests are clearly communicated and responses are received within agreed timelines.
• Prepare presentations, internal briefing documents, status summaries, and meeting notes using approved information and established reporting templates.
• Support the organisation of planning workshops, business reviews, departmental meetings, and cross-functional coordination sessions.
• Document decisions, risks, dependencies, and follow-up requirements raised during leadership meetings, escalating overdue or unresolved items where appropriate.
• Assist with the administration of internal projects by maintaining schedules, organising documents, monitoring milestones, and coordinating updates between stakeholders.
• Review incoming administrative requests and supporting documents for completeness before routing them for executive review or approval.
• Maintain orderly digital records of management reports, meeting materials, operational trackers, and relevant correspondence.
• Assist with expense monitoring and administrative reporting by consolidating approved expense information, tracking submissions, and maintaining supporting records.
• Coordinate routine procurement or supplier administration related to executive office requirements, following established purchasing and approval procedures.
• Support onboarding arrangements, internal announcements, and administrative coordination for organisational changes when requested.
• Identify recurring reporting gaps, missed follow-ups, and inefficient administrative workflows, recommending practical improvements.
• Help standardise templates for meeting notes, action tracking, status reports, and executive briefings to improve consistency across the organisation.
• Handle commercially sensitive information and internal operational reports with appropriate confidentiality and care.
• Provide responsive administrative support when priorities change, ensuring that revised deadlines and new commitments are reflected in the relevant trackers.

Requirements and Qualifications

• Previous experience in executive assistance, business administration, operations coordination, project administration, or a similar support role.
• Experience supporting senior managers or leadership teams with meetings, reporting, administrative coordination, and follow-up activities.
• Strong proficiency in Microsoft Excel or Google Sheets, including sorting, filtering, formulas, and maintaining structured trackers.
• Experience preparing presentations, management summaries, meeting minutes, action logs, and administrative reports.
• Familiarity with Microsoft 365, Google Workspace, project management platforms, and virtual collaboration tools.
• Ability to collect information from multiple sources, organise it accurately, and present it in a clear and concise format.
• Strong written communication skills and the ability to prepare professional documents with minimal errors.
• Excellent time management and the ability to manage overlapping deadlines, follow-up requests, and changing executive priorities.
• Strong attention to detail when documenting decisions, tracking commitments, and maintaining operational records.
• Ability to communicate professionally with senior stakeholders and colleagues across different departments.
• Good judgement when handling confidential information and deciding which matters require immediate escalation.
• A proactive working style, with the ability to identify missing information and follow up without waiting for repeated instructions.
• Ability to work independently in a remote environment while maintaining regular communication and reliable task ownership.
• A qualification in business administration, management, project coordination, or a related field is an advantage.
• Professional proficiency in English is required; Estonian language skills are beneficial.

Benefits

• Fully remote working arrangement within Estonia.
• Full-time, permanent employment combining executive support with business operations coordination.
• Opportunity to develop skills in leadership reporting, operational administration, and cross-functional communication.
• Exposure to business planning, internal performance reviews, and executive decision-support processes.
• Opportunities to improve reporting templates, task-tracking practices, and administrative workflows.
• Collaboration with senior professionals and colleagues across multiple business functions.
• Professional development opportunities in project coordination, business administration, and digital productivity tools.
• A work environment that values structured thinking, reliable follow-through, accuracy, and initiative.

Application Instructions

Applicants should submit an up-to-date CV detailing experience in executive support, business operations, reporting, or project administration. Highlight examples of preparing management reports, maintaining action trackers, coordinating cross-functional meetings, and following up on deadlines.

Candidates should also identify the spreadsheet, reporting, and collaboration tools they have used and explain how they organise multiple priorities in a remote environment. Relevant qualifications and experience supporting senior leadership should be included.

Applications will be assessed on organisational effectiveness, reporting accuracy, communication, attention to detail, and the ability to maintain reliable follow-through. Please apply through the official application channel associated with the vacancy and provide only information relevant to your qualifications and experience.

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