Executive Assistant

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

📋 Description

• Manage the COO's inbox on a daily basis, identifying items that require the COO's direct attention versus those that can be delegated, deferred, or filed; ensure a clear and up-to-date overview of outstanding correspondence.

• Compose initial responses to routine communications in the COO's voice, including acknowledgments, scheduling replies, internal coordination notes, and follow-up requests; submit drafts for the COO's review and approval as necessary.

• Monitor commitments made by the COO and counterparts in correspondence; ensure that promised actions and follow-ups are tracked to their completion.

• Organize significant correspondence, contracts, and reference documents using the organizational tools utilized by the COO and operations team on a daily basis.

• Manage the COO's calendar comprehensively, including scheduling, rescheduling, conflict resolution, and time-blocking for focused work; stay informed of priorities so that scheduling reflects what is most important rather than being strictly first-come-first-served.

• Coordinate meetings across various time zones, including with counterparts in Europe and Asia, balancing the COO's schedule with the practical realities of international coordination.

• Prepare the COO for meetings by providing relevant context — including prior thread history, attendee backgrounds, agenda items, open questions, and any commitments or follow-ups pending from previous interactions.

• Take meeting notes and record action items when the COO is unable to do so, or when a written record is beneficial for subsequent follow-through; distribute to relevant parties as needed.

• Keep a comprehensive overview of items the COO owes to directors, executive leadership, customers, partners, and external counterparts; highlight commitments that are at risk of slipping before they become issues.

• Manage the COO's travel arrangements from start to finish, including flights, accommodations, ground transportation, and the logistical details of multi-day, multi-location trips encompassing customer sites, manufacturing partner facilities, and ThermalWorks locations.

⛳️ Requirements

• Five to ten years of progressive experience in an executive assistant, executive secretary, or chief of staff support role, with a minimum of three years supporting a C-suite or equivalent senior executive.

• Proven experience supporting an executive who is hands-on and detail-oriented; ability to work for a principal who maintains high standards and has direct opinions regarding work execution.

• Proven experience managing inbox triage, complex multi-time-zone calendars, and travel coordination at the executive level.

• Proven experience tracking commitments and follow-ups across multiple concurrent threads, with a reliable method for ensuring that nothing significant is overlooked.

• Proven experience drafting professional correspondence on behalf of a senior executive, with the capability to align with the executive's voice in tone, detail level, and degree of formality.

• Advanced proficiency in Microsoft Outlook, including inbox rules, calendar management across time zones, distribution lists, and shared mailboxes.

• Advanced proficiency in Microsoft Word and PowerPoint for document preparation, formatting, and presentation development.

• Strong working knowledge of Microsoft Excel, including pivot tables and the creation of tracking and reporting workbooks.

• Familiarity with collaboration platforms used in modern operations work, such as SharePoint, OneDrive, Microsoft Teams, and similar tools.

• Familiarity with expense management and travel booking platforms utilized at the corporate level.

🏝️ Benefits

• Flexibility and endless growth opportunities

• Fast-paced, entrepreneurial culture focused on innovation

• A flexible, autonomous work environment

• A culture of respect, learning, and excellence

• Growth and travel opportunities

• A team of change-makers having a significant impact on people and the planet.