Executive Administrative Assistant

Swooped; United States; Remote; USD 80,000 - 110,000; Full time

Job summary

A leading company in the digital marketing sector is seeking a Temporary Executive Administrative Assistant to enhance executive efficiency. The role demands exceptional organizational skills and a proactive problem-solving approach within a collaborative culture. Ideal candidates will thrive in a fast-paced environment, utilizing tools like Google Suite and Zoom to streamline executive operations. This temporary position offers a competitive salary, flexibility, and numerous employee perks.

Benefits

4-Day Work Week

3 weeks PTO plus sick leave

Dog-Friendly Office

Monthly Social Events

Health & Wellness reimbursements

Qualifications

• 5-8 years of experience supporting C-suite executives.
• Exceptional organizational skills and ability to manage multiple tasks.
• Strong written and verbal communication.
• High emotional intelligence and business acumen.

Responsibilities

• Manage calendars and scheduling for CEO and Chief of Staff.
• Handle email triage and inbox management.
• Coordinate meetings and track actionable items.
• Organize travel and expense management for executives.

Skills

Organizational skills

Communication

Problem-solving

Emotional Intelligence

Business Acumen

Tools

Google Suite

Zoom

Slack

Job description

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About Our Client

Our Client is a privately owned and operated organization, founded in 2017 with a mission to bring sophisticated digital marketing solutions to the multifamily industry. They offer a comprehensive suite of digital services as well as a predictive analytics platform that is the first of its kind.

The company celebrates its diverse group of hardworking employees. It prides itself on its collaborative, transparent, and authentic culture. These values are pervasive throughout every step of an employee's journey. Starting with interviews and continuing through weekly transparency round-ups, values are at the heart of working at the company.

Our client values diversity and believes that forming teams in which everyone can be their authentic self is key to success. They encourage people from underrepresented backgrounds and different industries to apply. Come join and find out what the best work of your career could look like.

Core Values:

• Authenticity - The commitment to be steadfast and genuine with our actions and communication toward everyone we touch.
• Curiosity - The belief that a deep and fundamental curiosity (the "why") in our work is vital to company innovation and evolution.
• Focus - The collective will to remain completely devoted and ultimately accountable to our deliverables.
• Humility - The recognition and daily practice that "we" is always greater than "I".
• Happiness - The decision to prioritize passion and love for what we do above everything else.

About The Role:

Our client is looking for a Temporary Executive Administrative Assistant to join the team!

This is not your average EA role. You won’t just be scheduling meetings—you’ll be an operational force multiplier, anticipating needs, removing roadblocks, and ensuring the executive team operates at peak performance.

You’ll manage calendars, email triage, meeting coordination, travel logistics, and executive priorities with precision, professionalism, and discretion. This role requires strong business acumen, the ability to anticipate needs, and the confidence to take initiative.

*Please Note: This is a 6-month temp role.*

You’ll love this job if you:

• You thrive in fast-paced, high-growth environments and love creating order from chaos.
• You believe that efficiency and kindness are not mutually exclusive—you get things done without bulldozing others.
• You love "connecting the dots" and seeing how small details impact the bigger picture.
• You can read the room—adapting your approach depending on the person and situation.
• You take extreme ownership of your work but check for alignment before taking action.
• You geek out over calendars, organization systems, and streamlining workflows.

What you’ll do:

• Calendar & Scheduling – Work closely with the CEO & Chief of Staff to establish scheduling guidelines, then take independent action to manage their complex calendars. Prioritize meetings strategically while respecting everyone's time
• Create Space for Focus & Balance - Ensure the CEO & CoS have time not just for meetings, but also for deep work, reflection and connection - including time to think, recharge and collaborate
• Email & Inbox Triage – Manage the CEO’s inbox, flagging what needs attention and ensuring follow-through.
• Meeting Coordination & Follow-Ups – Schedule and attend key meetings, capture clear action items, and check for clarity before sharing.
• Travel & Expense Management – Handle travel arrangements and expense reports for the CEO, Chief of Staff, and the broader executive team.
• Cross-Functional Coordination – Understand the company's priorities and key players, proactively reaching out to move initiatives forward.
• Tech & Process Optimization – Leverage Google Suite, Zoom, Slack, and automation tools to streamline workflows and enhance efficiency.
• Confidentiality & Professionalism – Handle sensitive company and personnel information with discretion and integrity.

How success will be measured:

• Executive Efficiency – CEO & Chief of Staff have more time to focus on scaling the company.
• Proactive Problem-Solving – You anticipate needs before they become issues.
• Seamless Scheduling & Communication – Meetings are scheduled with intention, and action items don’t fall through the cracks.
• Respectful Collaboration – You help move work forward while maintaining the company's culture.
• Tech-Enabled Productivity – You leverage tools and systems to improve workflows.

What you should have:

• 5-8 years of experience as an EA. Supporting C-suite executives in a fast-paced, high-growth environment for at least 3 years.
• Exceptional organizational skills—you juggle multiple priorities without dropping the ball.
• Strong Written & Verbal Communication - You communicate clearly, concisely and professionally, ensuring key messages are understood.
• High emotional intelligence (EQ)—you adapt your approach & communications based on who you’re working with.
• Strong business acumen—you understand company priorities and how to connect the dots between people and initiatives.
• Tech-savvy mindset—you’re comfortable with Google Suite, Zoom, Slack, and can quickly learn new tools.
• Curious & Proactive Problem-Solver – You take initiative and don’t wait to be told what to do and you also seek clarity and alignment before taking action.
• Unwavering discretion and professionalism—you can be trusted with confidential information.

How you work best in this role:

• You love solving problems and getting things done but know when to check in for alignment before moving forward.
• You thrive on creating clarity and structure in a fast-moving environment.
• You communicate frequently and proactively , ensuring nothing falls through the cracks.
• You balance autonomy with collaboration —you work independently but keep leadership in the loop.
• You believe that efficiency and kindness go hand in hand —you make things happen while keeping relationships strong.

This role is open to candidates located within the United States.

Pay, perks, and more:

• Salary Range: $80,000-$110,000
• 4-Day Work Week (32 Hour Work Week)
• WFA (Work From Anywhere) OR 1 Day / Week Remote
• The company offers 3 weeks of PTO as well as Sick leave, and Bereavement
• The company offers 11 paid holidays
• The company offers $75/ month reimbursement for Physical Wellness
• The company offers $75/ month reimbursement for Mental Wellness
• Dog-Friendly Office
• Monthly Social Events
• Weekly Lunches and Snacks for in-office employees

Note:

“We are not the EOR (Employer of Record) for this position. Our role in this specific opportunity is to connect outstanding candidates with a top-tier employer. Swooped helps candidates around the world to discover and stay focused on the jobs they want until they can complete a full application in the hiring company career page/ATS.”

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative and General Business

• Industries

  Computer and Network Security and Technology, Information and Media

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