Executive Assistant, Remote

Primary Duties:

• Strategic Calendar & Time Architecture
• Own and strategically manage complex executive calendars, acting as the ultimate optimizer, gatekeeper, and time manager.
• Proactively identify and resolve scheduling conflicts for high-volume, multi-stakeholder meetings; educate internal parties on proper engagement protocols.
• Execute coordinated vetting processes for offsite events, internal retreats, and external gathering requests to ensure executive alignment with corporate priorities.
  
• Executive Meeting Management
• Serve as the expert for virtual (Google Meet/Zoom) and internal/external in-person executive meetings, owning end-to-end logistics, travel integration, and room coordination.
• Manage the full meeting lifecycle — developing agendas, distributing pre-reads, attending key staff meetings, capturing minutes, and driving action-item follow-ups along with the executives.
• Support high-stakes engagements, which may include board meetings, speaking engagements or team staff meetings by managing materials and execution.
  
• Communications & Inbox Triage
• Manage and triage large influxes of executive email and departmental Slack correspondence; independently filter, prioritize, flag time-sensitive matters, and draft strategic responses.
• Draft, edit, and consolidate executive communications, newsletters, presentations, and formal memos.
  Act as a primary point of contact for internal departments and key external stakeholders, independently resolving inquiries or escalating appropriately.
  
• Operational, Financial, & Travel Management
• Provide comprehensive travel management, leveraging third-party travel systems to book complex travel itineraries.
• Act as an expense delegate in Expensify; and serve as an approval proxy for direct reports.
• Own or assist with team-wide operations including onboarding/offboarding coordination, access permissions (Google, Slack, distribution lists), organizational charts, PTO approval proxy duties.
• Handle routine workflows and contract management, including organizing and tracking documents in tools like Ironclad to keep leadership operations running smoothly. 
  
• Technology Partnership & AI Integration
• Tech Support Liaison: Act as the primary point of contact for the executive’s technical needs, including coordinating hardware/software requests, resolving basic access issues, and serving as the bridge to IT support to ensure smooth daily operations.
• Support the execution and communication of cross-functional updates while ensuring key strategic deadlines are achieved.
• Leverage AI-driven tools (e.g., Gemini, Claude) to streamline administrative workflows, automate routine deliverables, and scale team productivity.

Minimum Qualifications:

• 6+ years of relevant work experience, with 3+ years of direct experience as an executive administrative assistant or executive business partner.
• Available to work across various time zones and/or non-traditional working hours on occasion, as needed.
• Proven adaptability and a strong willingness to learn new technologies, including emerging AI tools and platforms.

Preferred Qualifications:

• In-depth understanding of executive team operations and corporate dynamics.
• Advanced ability to manage complex calendars and negotiate scheduling across multiple executives.
• Exceptional verbal and written communication skills with strong presentation formatting capabilities.
• Strong organizational, problem-solving, and time-management skills with meticulous attention to detail.
• Exercise strong discretion while handling highly confidential, sensitive information.
• Hands-on experience with Google Workspace, AI tools (preferably Claude), Navan, Expensify, and UKG.
• Experience utilizing AI-powered tools to streamline administrative tasks and improve team-wide productivity.

Physical Requirements:

• Sitting for prolonged periods of time. Extensive use of computers and keyboard. Occasional walking and lifting may be required.
• This is a non-exempt, full-time position structured around a standard 40-hour work week. Success in this role requires disciplined time management and prioritization to ensure all deliverables are consistently met within these core hours.
• Available to work across various time zones and/or non-traditional working hours on occasion, as needed