Executive Assistant

Remote (United States)

Job Details

Location: United States

Workplace: Remote

Employment Type: Full-time

Experience: 5+ years supporting senior executives

Core Areas: Executive Calendar Management, C-Suite Support, Travel Coordination, Board & Investor Coordination, Meeting Management, Executive Communications, Event Planning, Executive Operations

Compensation: $120,000–$140,000 annually, plus bonus eligibility and equity

About the Role

This Executive Assistant opportunity involves providing high-level administrative and operational support to three founding and executive leaders: the CEO, COO, and CTO. As the first person in this function, the role combines complex calendar management, executive scheduling, domestic travel coordination, meeting preparation, board and investor logistics, and cross-functional follow-through. The primary focus is protecting executive time, anticipating priorities, and establishing reliable systems that keep leadership activities organized and moving forward.

The position requires independent judgment, exceptional discretion with confidential strategic and operational information, and the ability to represent executives professionally across internal and external communications. Responsibilities also include managing leadership events, expense administration, and administrative workflows. The ideal candidate has experience supporting multiple senior executives in a high-growth startup environment and can build an Executive Assistant function from the ground up.

What You'll Do

• Own complex calendars for the CEO, COO, and CTO, balancing competing scheduling requests, prioritizing high-impact activities, protecting focus time, and organizing executive schedules efficiently.
• Coordinate end-to-end domestic business travel, including flight reservations, hotel accommodations, ground transportation, detailed itineraries, and last-minute changes.
• Prepare executive meetings by coordinating agendas and pre-read materials, documenting key decisions and action items, and ensuring timely follow-through on commitments.
• Manage executive communications with internal and external stakeholders, exercising sound judgment, professionalism, and discretion when representing leadership.
• Coordinate board and investor meetings, including scheduling, logistics, communication with board members and investors, internal stakeholder coordination, and tracking outstanding follow-up items.
• Plan and coordinate leadership offsites, team and customer dinners, annual company offsites, user conferences, and other important company events.
• Oversee executive expense reporting, vendor and subscription administration, and the appropriate routing of contracts and administrative requests.
• Track cross-functional priorities, decisions, deadlines, and commitments, proactively following up with senior leaders to maintain accountability and execution.
• Evaluate incoming requests and competing demands, determining which matters require executive attention, which can be handled independently, and which should be deferred or declined.
• Anticipate executive needs, identify operational friction, and resolve potential scheduling, communication, or coordination problems before they disrupt leadership activities.
• Develop and improve executive support processes, organizational systems, and administrative infrastructure as the company's first Executive Assistant.
• Handle highly sensitive and confidential company information with exceptional care, integrity, and professional judgment.

Qualifications

Required Experience

• At least 5 years of professional experience providing direct administrative and operational support to senior executives.
• Demonstrated experience supporting multiple executives simultaneously and managing competing priorities, complex schedules, and high-level administrative responsibilities.

Required Skills

• Strong executive calendar management and prioritization capabilities, including the ability to protect leadership time, evaluate scheduling demands, and make independent decisions about competing requests.
• Excellent judgment and escalation skills, with the confidence to filter requests, decline or defer matters on behalf of executives, resolve issues independently, and recognize when executive involvement is necessary.
• Proven ability to manage sensitive, confidential strategic and operational information with exceptional discretion, integrity, and professionalism.
• Highly proactive organizational skills, with the ability to anticipate executive needs, identify potential obstacles, and address problems before they require leadership attention.
• Exceptional written communication skills, including the ability to draft persuasive internal and external messages that accurately reflect an executive's voice and communication style.
• Strong systems-driven task management and follow-through capabilities, including maintaining reliable frameworks for tracking action items, decisions, deadlines, and cross-functional commitments.
• Ability to communicate directly and professionally with senior leaders, maintain accountability, and follow up confidently on important deadlines and deliverables.
• Adaptability and sound decision-making in ambiguous, rapidly changing environments, with the ability to adjust priorities as business needs evolve.
• Fluency with Google Workspace and Slack for executive coordination, communication, scheduling, and administrative workflows.
• Practical ability to leverage AI tools and workflow automation to improve efficiency, accelerate administrative processes, and optimize executive support.

Preferred Qualifications

• Experience directly supporting founders or C-suite executives in a high-growth company.
• Previous experience working in an early-stage startup environment.
• Experience serving as the first or founding Executive Assistant, including establishing executive support processes, organizational systems, and administrative infrastructure.
• Residence within or substantial working-hour overlap with Central Standard Time (CST) or Mountain Standard Time (MST), supporting effective daily executive preparation and coordination.

Benefits

• Comprehensive medical, dental, and vision insurance coverage for employees and their families.
• Access to Spring Health and One Medical services.
• 401(k) retirement plan with company matching contributions.
• Equity compensation opportunities.
• Performance-based incentive eligibility, depending on the role.
• Home office stipend to support remote work.
• Flexible time off, subject to applicable role-specific policies.
• Annual all-company offsites for in-person collaboration and team connection.