Executive Assistant – GTM Operations

This is a fully remote position, open to applicants in Alabama, +25 more states.

📋 Description

• Oversee the COO’s calendar and inbox, prioritizing messages, coordinating responses, and tracking follow-ups.

• Facilitate scheduling, meeting preparations, follow-ups, and administrative tasks for the COO.

• Monitor internal Slack discussions for unresolved inquiries, decisions, or issues and direct them to the appropriate owners.

• Organize and manage recurring GTM operating rhythms and company-wide leadership meetings.

• Create agendas, gather inputs, distribute materials, monitor participation, and follow up on decisions and action items.

• Promote effective meeting practices and suggest enhancements.

• Identify overlapping meetings and propose combining, eliminating, or redirecting tasks.

• Safeguard focus time for the COO and GTM leaders to minimize calendar fragmentation.

• Document decisions, action items, owners, and follow-ups in established channels and systems.

• Recognize recurring friction and communication gaps and enhance operating rhythms with GTM leaders.

• Report directly to the Chief Operating Officer; currently, there are no direct reports.

⛳️ Requirements

• 3–9 years of relevant experience in supporting an executive, senior leadership team, or a complex cross-functional organization.

• Capability to independently manage and prioritize a high-volume daily workload with minimal oversight.

• Sound judgment in resolving issues independently, involving relevant owners, or escalating blockers and sensitive matters.

• Exceptional written and verbal communication abilities.

• Confidence in engaging with senior leaders and respectfully challenging when necessary.

• Proactive approach and initiative to tackle problems, inefficiencies, and loose ends.

• Strong interpersonal skills and the ability to establish trust across teams.

• High level of discretion and sound judgment in handling sensitive executive communications and confidential information.

• Comfortable working in a fast-paced, remote environment.

• Strong systems thinking ability and instinct for simplifying workflows.

• Must have independent US work authorization; Civitech is unable to provide visa sponsorship.

🏝️ Benefits

• Medical, Vision, & Dental Insurance.

• 401(k) plan.

• Employee Stock Options.

• Employer-paid Life Insurance.

• Short/Long Term Disability Insurance.

• Flexible Time Off & Paid Company Holidays.

• Flexible Spending Account.

• Parental Leave.

• Flexible Schedules.

• Professional Development Stipend.

• Monthly Office Upkeep Stipend.