🧡 Remote Executive Meeting Planner

💼 Job Overview

Job Type: Full-Time
Location: Remote
Salary: $152,000 per year

🧠 Role Summary

Are you a master of schedules, a guru of time zones, and a planner with precision? As a Remote Executive Meeting Planner, you will be at the heart of global business operations, ensuring that executive schedules run smoothly and efficiently. This opportunity is ideal for individuals who excel at structured planning, communicate clearly, and remain calm under pressure. You will manage intricate scheduling logistics, organize critical meetings, and support high-level decision-making. If you anticipate challenges and thrive in dynamic environments, this is the role for you.

🛠️ Core Responsibilities

📍 Meeting Coordination

• 🗓️ Schedule and manage internal and external meetings across multiple global time zones
• 📲 Prepare and circulate digital invitations, agendas, and follow-ups promptly
• 📓 Compile and distribute meeting materials in advance to ensure readiness and engagement
• 🧾 Record detailed meeting minutes and distribute them to relevant stakeholders
• 🧭 Monitor meeting outcomes and ensure action items are followed up on efficiently

📰 Virtual Event Management

• 🎤 Coordinate and execute virtual board meetings, global town halls, and executive-level webinars
• 💻 Set up virtual meeting rooms using tools such as Zoom, Microsoft Teams, or Google Meet
• 🧩 Conduct tech checks, ensure high-quality audio/visual support, and provide live event assistance
• 📅 Manage invitations, RSVPs, presentations, and post-event wrap-up materials
• 🎞️ Collaborate with content creators to produce branded event materials and visuals

📨 Stakeholder Communication

• ✉️ Serve as the primary point of contact between executives and internal/external stakeholders
• 🔔 Provide timely updates, clarifications, and responses to meeting-related inquiries
• 📝 Draft professional and concise communications, agendas, summaries, and thank-you notes
• 📢 Align messages with organizational tone and values for consistency across touchpoints

🕒 Calendar Management

• 🕛 Maintain real-time calendars for multiple executives with accuracy and discretion
• ⚖️ Balance competing priorities and handle last-minute changes without disruption
• 🧱 Schedule travel, buffer times, prep windows, and debrief sessions into executive calendars
• 🧭 Coordinate seamlessly with executive assistants, team leads, and external parties

📌 Required Qualifications

🎓 Education & Experience

• 🎓 Bachelor’s degree in Business Administration, Communications, or a related field
• 🗓️ Minimum of 5 years of experience in executive-level scheduling or event planning roles
• 🌍 Proven success in remote work settings with distributed teams

💼 Technical Proficiency

• 💼 Advanced knowledge of Google Workspace, Microsoft Office 365, and scheduling software
• 🌐 Practical experience with platforms like Calendly, Zoom, Asana, Trello, and Slack
• 🧠 Quick to master new tools and adapt to emerging technologies
• 🛡️ Able to handle confidential digital content with care and security

🙋‍♀️ Professional Traits

• 🧩 Exceptionally detail-focused with a talent for coordinating various tasks simultaneously
• 💬 Clear and effective communicator in both spoken and written formats
• 🤝 Demonstrates a high level of discretion when managing sensitive information
• ⏱️ Self-directed and comfortable working independently with firm deadlines
• 🔍 Consistently reviews work to ensure precision and clarity

✨ What Success Looks Like

✔️ Seamless Scheduling

You establish a calendar system that is fluid, reliable, and aligned with executive goals. Every event is carefully timed, strategically planned, and purposeful.

✔️ Flawless Execution

Your virtual meetings and events are delivered professionally and with technical excellence. Everyone involved knows their role and feels supported.

✔️ Proactive Ownership

You identify needs in advance, suggest improvements, and take prompt action to remove obstacles. The initiative is a hallmark of your work.

✔️ Stakeholder Satisfaction

Leaders and team members feel well-informed and confident under your coordination. You’re a go-to support partner who gets things done.

🌟 Perks & Benefits

• 🟣 Competitive Pay: Earn a leading salary of $152,000 annually in recognition of your expertise
• 🔵 Work-from-Anywhere Setup: Embrace a location-independent lifestyle with flexibility built in
• 🟠 Career Development: Take advantage of paid learning, certifications, and coaching opportunities
• 🟢 International Networking: Connect and collaborate with global professionals and innovators
• 🟣 Customizable Hours: Create a work schedule that fits with your personal and professional needs
• 🔵 Health and Support Services: Enjoy access to wellness programs, mental health tools, and insurance options

✅ Ideal Candidate Profile

• 🎯 You naturally coordinate, structure, and align moving parts into smooth workflows
• 🎯 You approach executive time as a valuable resource that must be protected and optimized
• 🎯 You’re technologically skilled, organized, and love building efficient systems
• 🎯 You enjoy contributing behind the scenes to mission-critical initiatives
• 🎯 You can collaborate with individuals across cultures and time zones effortlessly

🚀 Why Join Us?

This position offers more than typical administrative support—it is a strategic opportunity to enhance how leadership operates daily. You’ll become a reliable pillar of coordination and efficiency, helping high-level leaders navigate complex demands. In return, you’ll be part of a visionary team, benefit from career-advancing experiences, and receive unwavering support in your growth. You’ll develop professionally, work autonomously, and play an integral role in shaping executive impact through thoughtful planning.

📣 Call to Action

Ready to Make a Difference? Apply Now!