Executive Assistant

This is a fully remote position, open to applicants in United States.

📋 Description

• Provide strategic executive business partnership support to 3–4 assigned senior leadership members (SVPs+).

• Take ownership of complex executive calendars, optimizing time management and acting as a gatekeeper.

• Identify and resolve scheduling conflicts for high-volume meetings involving multiple stakeholders.

• Coordinate the vetting processes for offsite events, internal retreats, and requests for external gatherings.

• Manage logistics for both virtual and in-person executive meetings, including travel integration and room coordination.

• Oversee the entire meeting lifecycle, encompassing agendas, pre-reads, minutes, and follow-ups on action items.

• Provide support for board meetings, speaking engagements, and team staff meetings.

• Triage executive emails and departmental Slack communications; draft strategic responses as necessary.

• Draft, edit, and consolidate various executive communications, including newsletters, presentations, and formal memos.

• Act as the primary point of contact for internal departments and key external stakeholders.

• Manage intricate travel itineraries using third-party travel systems.

• Function as an expense delegate in Expensify and an approval proxy for direct reports.

• Coordinate onboarding and offboarding processes, access permissions, organizational charts, and PTO approval duties.

• Handle routine workflows and contract management utilizing tools like Ironclad.

• Facilitate hardware and software requests and resolve basic access issues in collaboration with IT.

• Support cross-functional updates and meet strategic deadlines.

• Utilize AI tools such as Gemini and Claude to enhance workflows, automate deliverables, and boost productivity.

⛳️ Requirements

• A minimum of 6 years of relevant work experience.

• At least 3 years of direct experience as an executive administrative assistant or executive business partner.

• Flexibility to work across various time zones and/or non-traditional hours as needed.

• Demonstrated adaptability and eagerness to learn new technologies, including emerging AI tools and platforms.

• Comprehensive understanding of executive team operations and corporate dynamics.

• Advanced skills in managing complex calendars and negotiating scheduling among multiple executives.

• Outstanding verbal and written communication abilities, along with strong presentation formatting skills.

• Excellent organizational, problem-solving, and time-management skills with a keen attention to detail.

• Capacity to exercise discretion when dealing with highly confidential and sensitive information.

• Proficient hands-on experience with Google Workspace, AI tools (preferably Claude), Navan, Expensify, and UKG.

• Experience in leveraging AI-powered tools to enhance administrative tasks and improve overall team productivity.

• Ability to sit for extended periods; significant use of computers and keyboards; occasional walking and lifting may be necessary.

• Willingness to work across various time zones and/or non-traditional hours as required.

🏝️ Benefits

• Flexible work schedules and remote work options available for many positions.

• Health, dental, and vision insurance coverage paid up to 80% for employees, dependents, and domestic partners.

• Comprehensive time-off plan offering 21 days of PTO during your first year.

• Two paid volunteer days and 11 paid holidays annually.

• 12 weeks of paid parental leave for all new parents.

• Six weeks of paid sabbatical after six years of service.

• Educational Assistant Program and Clinical Employee Reimbursement Program provided.

• 401(k) plan with up to a 4% match available.

• Stock options offered.

• Commitment to equal opportunity employment within a diverse and inclusive workplace.