Executive Assistant

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

📋 Description

• Oversee intricate executive calendars across various time zones, including the prioritization of meetings, resolution of scheduling conflicts, and adjustments due to changing business priorities.

• Organize both internal and external meetings, leadership reviews, team events, and other business-related activities.

• Coordinate domestic and international travel arrangements, encompassing itineraries, accommodations, transportation, and expense management.

• Prepare and compile meeting agendas, presentations, materials, and follow-up actions.

• Assist in the daily operational needs of designated executive leaders to ensure smooth workflow and execution.

• Monitor action items, deadlines, and key deliverables to support alignment and accountability among stakeholders.

• Maintain orderly records, documentation, and filing systems as necessary.

• Manage confidential and sensitive information with a high level of discretion and professionalism.

• Act as a liaison between executive leaders and both internal and external stakeholders.

• Draft, proofread, and edit written communications, including correspondence, presentations, reports, and other business documents.

• Foster strong working relationships across teams and functions to enhance collaboration and execution.

• Apply sound judgment in prioritizing requests, addressing scheduling issues, and escalating concerns when necessary.

• Assist in the planning and coordination of executive meetings, offsite events, and cross-functional gatherings.

• Utilize productivity and AI-driven tools to enhance organization, efficiency, communication, and administrative processes.

⛳️ Requirements

• Minimum of 4 years of experience supporting senior leaders or executives in a dynamic, complex business setting.

• Exceptional organizational, prioritization, and time management abilities with a keen attention to detail.

• Proven capability to handle sensitive and confidential information with professionalism and discretion.

• Strong written and verbal communication skills.

• Demonstrated ability to work independently, adapt quickly, and manage multiple priorities at once.

• Experience in coordinating complex calendars, travel plans, meetings, and executive communications.

• Proficient in collaboration and productivity tools such as Google Workspace, Microsoft Office Suite, Slack, and other relevant business applications.

• Familiarity with AI tools (ChatGPT, Copilot, Claude, etc.) to enhance and elevate outcomes, including but not limited to communication drafting, data analysis, prompt engineering, and/or documentation.

🏝️ Benefits

• Medical, dental, and vision benefits: Affordable health care plans and company HSA contributions, starting on Day 1.

• A 6% 401(k) match.

• Competitive time off package with 20 days of Paid Time Off, 9 Company-Paid holidays, 2 paid floating holidays, 7 paid sick days, 2 Wellness days, and 1 Paid Volunteer Day; at 3 years of service, PTO increases to 22 days, and at 5 years it increases to 25 days.

• 12 weeks primary caregiver leave & 4 weeks secondary caregiver leave.

• Accident, critical illness, and hospital indemnity insurance.

• Pet insurance.

• Legal assistance and identity theft insurance plans.

• Life insurance at 2x salary.

• Access to the Calm app and the Employee Assistance Program.

• $65/month remote work stipend for internet.

• Culture and team-building activities.

• Tuition assistance.

• Career development opportunities.

• Charitable contribution match up to $250 per year.