Executive Assistant, Temporary

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

📋 Description

• Assist the Chief Executive Officer and Chief Operating Officer during an upcoming parental leave.

• Oversee intricate executive calendars, prioritize tasks, resolve scheduling conflicts, safeguard focus time, and coordinate activities across different time zones.

• Manage executive inboxes by triaging emails, organizing correspondence, drafting or routing replies, and monitoring outstanding requests.

• Arrange business travel, encompassing flights, accommodations, ground transportation, and detailed itineraries.

• Prepare and submit expense reports for executives and address any inquiries with the Finance team.

• Facilitate contract signatures with the Legal department and internal stakeholders, track the completion process, and distribute finalized copies.

• Assist with special projects by coordinating resources, monitoring deadlines, and following up on commitments.

• Organize both internal and external meetings, which includes scheduling, communications, materials preparation, video conferencing, and logistical arrangements.

• Plan executive offsites, leadership retreats, and board meetings, including venue selection, travel arrangements, vendor coordination, materials preparation, and on-site logistics as necessary.

• Develop agendas for bi-weekly executive staff meetings, collect agenda items, distribute materials, take minutes, document decisions, and track action items.

• Prepare and share agendas, presentations, and supplementary documents.

• Maintain organized and access-controlled meeting records, along with confidential board materials.

• Collaborate with teams in People, Finance, Legal, IT, and others to ensure the smooth execution of meetings and events.

⛳️ Requirements

• Demonstrated experience in supporting multiple senior executives, with preference given to those who have supported a CEO or COO.

• Superior skills in calendar management, organization, prioritization, and meticulous attention to detail.

• Experience in managing executive correspondence, business travel arrangements, and expense reporting.

• Proven record in coordinating leadership meetings, offsites, and handling confidential executive or board materials.

• Excellent written and verbal communication abilities, including the capacity to produce clear meeting notes and track action items effectively.

• Unwavering integrity and sound judgment when dealing with sensitive business, financial, and personnel information.

• Proficiency in Google Workspace, calendaring software, video conferencing tools, and electronic signature platforms.

• Capability to work autonomously in a remote setting, anticipate needs, adapt to changing priorities, and foster effective relationships.

• Availability to support Pacific Time working hours.

• Commitment to the entire six-month assignment.

• Confidence, resourcefulness, warmth, independent judgment, and reliable follow-through are essential attributes.

🏝️ Benefits

• Comprehensive hands-on training and a structured transition from the current Executive Assistant.

• Flexible remote work arrangement.

• Six-month temporary position.

• Coverage during a planned parental leave.

• Commitment to equal opportunity in the workplace.

• Dedication to a diverse and inclusive work environment.