Executive Assistant

A remote Executive Assistant role supporting the leadership team of a creative technology agency, primarily assisting the COO, CEO, and CTO with calendar, travel, and administrative tasks.

Location: Remote (US)

Salary: $32.00–$45.00/hr

Responsibilities

• Proactively manage complex calendars and schedule meetings across multiple time zones for the CEO, CTO, and COO
• Serve as a true right-hand partner to the COO, anticipating needs and removing obstacles before they arise
• Act as a central communication hub across email, Slack, and shared calendars
• Leverage AI-powered tools (Superhuman, Fyxer, or similar) to draft, refine, and manage email correspondence efficiently
• Process and oversee expense reports within our ERP, including receipt forwarding and inbox rules for streamlined submission
• Manage all aspects of domestic and occasional international travel, including flights, accommodations, and ground transportation
• Prepare and edit professional communications, presentations, and documents with exceptional attention to detail
• Take full ownership of assigned tasks and projects, driving them to completion with minimal oversight
• Manage and prioritize a fluctuating workload, surfacing urgent items to leadership proactively
• Maintain comprehensive to-do lists for executives, ensuring nothing falls through the cracks
• Lead special projects as needed, such as auditing projects on Google Cloud Platform (GCP) and coordinating across teams to gather and consolidate information
• Conduct focused research to support strategic initiatives, including emerging areas like prompt engineering and AI tooling
• Monitor executive inboxes, flag urgent items, and ensure timely responses
• Provide comprehensive administrative support to maintain smooth daily operations
• Assist with the coordination of company events and People Operations logistics

Requirements

• Proven experience supporting multiple executives in a fast-paced, high-accountability environment
• Exceptional organizational skills with the ability to prioritize effectively and meet deadlines without hand-holding
• Native proficiency with AI-powered tools (Superhuman, Fyxer, or similar) to multiply your own efficiency
• Advanced expertise in calendar management and meeting scheduling across platforms
• Experience with enterprise expense systems, preferably Maconomy
• Advanced proficiency in Google Workspace
• Excellent written and verbal communication skills with a sharp eye for detail
• Proactive, resourceful problem-solver with a strong sense of ownership and accountability
• Ability to handle highly confidential information with discretion and professionalism
• Strong interpersonal skills and the ability to build trust quickly with diverse stakeholders
• Travel booking and itinerary management experience

Benefits

• Flexible time off, observed holidays, and a birthday floating holiday
• Remote-first environment with an internet stipend
• Medical, dental, and vision coverage with significant employer contribution
• Paid parental leave and a 401(k) matching program
• Education stipend and Employee Assistance Program
• Basic life and AD&D insurance, referral bonuses, and provider Marketplace discounts