Administrative Assistant IV

Swooped; United States; Remote; USD 101.000 - 165.000; Vollzeit

Benefits dieser Stelle

Equity rewards

Employee stock purchase plan

Wellness stipend

Technology stipend

Vacation and holidays

Zusammenfassung

Swooped seeks an Administrative Assistant IV to support senior engineering leadership. Based in the United States, this full-time, remote role partners with executives, collaborates with the leadership support team, and helps ensure leadership time and priorities are managed efficiently.

You will manage calendars across multiple time zones, coordinate meetings, handle travel and expense reporting via Navan, and contribute to budgeting and presentations using Google Suite and Microsoft Office.

Qualifikationen

• 2–4 years of relevant administrative experience.
• Thrives in a fast-paced, high-growth environment.
• Ability to work independently and with diverse teams.
• Proficient with Google Suite, Microsoft Office, Navan and Zoom.
• Demonstrates professionalism, confidentiality and strong work ethic.
• Able to navigate conflict and provide diplomatic feedback.
• Capable of aligning requests with executive and business priorities.

Aufgaben

• Provide dedicated administrative support to senior engineering executives.
• Manage executive calendars across time zones and protect focus time.
• Coordinate meeting logistics, agendas, slides, and pre-meeting comms.
• Attend meetings to manage Zoom, capture actions, and follow-ups.
• Lead event coordination for team operations and offsite/onsite meetings.
• Collaborate with admin peers to align priorities across functions.
• Support organizational operations with the leadership team.
• Handle expense reporting and travel via Navan; create docs in Google/Microsoft Office; assist with basic budget reconciliation.
• Apply AI tools to improve productivity and workflows.

Kenntnisse

Administrative experience

Calendar management

Cross-functional collaboration

Google Suite

Microsoft Office

Navan

Zoom

Budget reconciliation

Travel coordination

Confidentiality

Communication

Tools

Navan

Zoom

Google Suite

Microsoft Office

Jobbeschreibung

The organization is seeking a resourceful, proactive, and detail-oriented Administrative Assistant IV to support senior engineering leadership. Reporting to the lead Executive Assistant on the Engineering Team, this individual will partner with executives, collaborate closely with the leadership support team, and serve as a core operational contributor to ensure leadership time and priorities are managed efficiently.

This is a full-time, remote position based in the United States.

Key Responsibilities

• Provide dedicated administrative support to senior engineering executives.
• Manage executive calendars, including scheduling and deconflicting meetings across multiple time zones, and ensuring leaders have dedicated focus time for task completion.
• Coordinate meeting logistics, including agenda preparation, slide deck creation, calendar event setup, and pre-meeting communications.
• Attend designated meetings to manage Zoom settings, record action items, and track follow-ups with attendees.
• Lead event coordination for team operations, team-building activities, and onsite or offsite meetings.
• Partner with administrative counterparts across product and cross-functional teams to align executive priorities, strategic initiatives, and organizational planning.
• Collaborate with the broader leadership support team to address organizational operational needs.
• Handle core administrative functions, including expense reporting and travel coordination via Navan, document and presentation creation using Google Suite and Microsoft Office, basic budget reconciliation, and special projects.
• Apply a growth mindset toward emerging AI technologies, learning and utilizing AI tools to enhance productivity, streamline workflows, and support executive operations.

Required Qualifications

• 2 to 4 years of relevant administrative experience.
• Experience operating within a rapidly growing company and thriving in a fast-paced environment.
• Ability to work independently and collaborate effectively across diverse teams.
• Working knowledge of Google Suite, Microsoft Office, Navan, and Zoom.
• Demonstrated professionalism, sound judgment, confidentiality, and a strong work ethic.
• Capability to navigate conflict and exchange feedback diplomatically.
• Demonstrated ability to professionally challenge requests when appropriate, offer thoughtful alternatives, manage expectations, and align decisions with executive and business priorities.
• Strong organizational, multitasking, and follow-through skills with high attention to detail.
• Authorization to work in the United States without visa sponsorship; visa sponsorship is not available for this role.

Preferred Qualifications

• Familiarity working with engineering teams.

Compensation and Benefits

• Pay Grade: I; Equity Grade: 3
• Annual base salary for California, Washington, New York, New Jersey, and Connecticut: $115,000 - $165,000
• Annual base salary for all other U.S. states: $101,000 - $151,000
• Base pay is determined by location, experience, and job-related skills, with new employees typically starting at the beginning of the range.
• Total compensation may include equity rewards, an employee stock purchase plan, and monthly stipends for wellness, technology, and lifestyle needs.
• Comprehensive benefits package includes employer-subsidized health, dental, and vision coverage for employees and dependents, alongside competitive paid vacation and holiday schedules.

Additional Information

• Work Location: Remote within the United States. Occasional office attendance may be required for individuals residing near company facilities.
• Equal Opportunity and Accommodations: Reasonable accommodations are provided to candidates with disabilities during the application and interview process.
• Fair Chance Ordinances: Qualified applicants with arrest and conviction records will be considered for employment in accordance with the San Francisco Fair Chance Ordinance and the Los Angeles Fair Chance Initiative for Hiring Ordinance.