Executive Assistant

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

📋 Description

• Take charge of and oversee the CEO's calendar, which includes board meetings, site tours, investor discussions, and regulatory engagements.

• Anticipate and resolve scheduling conflicts while safeguarding time for critical priorities.

• Manage the calendars, scheduling, and meeting arrangements for three additional C-suite executives.

• Organize intricate domestic and international travel, encompassing flights, accommodations, ground transport, and comprehensive itineraries.

• Provide assistance to external partners, visiting officials, and international hires with visa support letters, invitation letters, and other essential documentation.

• Act as the primary contact for urgent, time-sensitive issues, including outside of regular business hours.

• Plan and coordinate logistics for leadership meetings, offsite events, quarterly business reviews, board meetings, and company-wide gatherings.

• Offer on-site support at select conferences or team events.

• Process expense reports, invoices, and purchase orders for executives.

• Compose, proofread, and format executive correspondence, memos, and internal communications.

• Handle highly confidential operational, financial, personnel, and regulatory data.

• Prepare briefing materials and proactively identify scheduling conflicts.

• Collaborate with facilities, IT, and site operations teams to organize executive visits to project sites, including safety briefings and logistical arrangements.

• Provide backup assistance to other administrative staff and support ad hoc projects.

• Create executive-ready PowerPoint presentations for board meetings, investor updates, all-hands meetings, and leadership offsites.

• Report directly to the CEO.

⛳️ Requirements

• Over 5 years of experience supporting C-suite or senior executives, preferably in a multi-site, industrial, mining, energy, or natural resources context.

• Tenacious and resourceful, with the ability to accomplish tasks even when the path is not clear, while maintaining attention to detail.

• Proven history of quickly building trust with executives, board members, and cross-functional teams.

• A polished, professional demeanor combined with authentic warmth and energy.

• Demonstrated capability to manage complex, frequently evolving calendars and extensive travel coordination across various time zones.

• Comfortable being "on call" for urgent matters and willing to adjust personal schedules as business needs arise.

• Sound judgment in handling sensitive and confidential information with integrity.

• Excellent written and verbal communication skills at an executive level.

• Highly organized, capable of managing competing priorities effectively.

• Adaptable and composed under pressure in a fast-paced, dynamic environment.

• Willingness and ability to travel approximately 20% of the time, including visits to project sites in diverse field or industrial environments.

• Proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint, Teams, SharePoint).

• Familiarity with collaboration platforms (Zoom, expense/travel systems).

• Advanced PowerPoint skills; adept at creating board- and investor-quality presentations from initial inputs.

• Bachelor's degree in business or related fields (preferred qualification).

🏝️ Benefits

• Discretionary bonus.

• Stock options.

• Health, dental, and vision insurance.

• Short-term and long-term disability insurance.

• 401k with pre- and post-tax investment options.

• Flexible spending account/Health savings account.

• Group and term life insurance.

• Flexible time off.

• Paid holidays.

• Paid sick leave.

• Eight weeks of paid parental leave.

• Employee assistance program.

• Monthly phone stipend.

• Catered lunch for on-site employees.