Executive Administrative Assistant

Wiraa; United States; À distance; USD 62 000 - 83 000; Temps partiel

Avantages offerts par ce poste

Hourly pay $45-$60

Paid vacation 20 days

401(k) retirement plan

Home office allowance

Wellness credits

Tech credit

Résumé du poste

Codeword, a remote-first agency with offices in New York City and San Francisco, seeks an experienced administrative professional to support our leadership and ensure smooth daily operations. This contractor role starts in November 2026 and runs through April 2027, offering a dynamic environment with cross-functional collaboration and high-level calendar and travel coordination.

You will manage executive calendars, prepare briefing materials, and coordinate communications and onboarding.

Qualifications

• 3 to 7 years of experience in administrative, operations, executive assistant, or project coordination roles.
• Exceptional organizational skills with strong attention to detail and follow-through.
• Proactive and resourceful mindset with the ability to anticipate needs and act accordingly.
• Experience supporting senior leadership and managing multiple priorities simultaneously.
• Strong verbal and written communication skills to confidently interact with coworkers, clients, and leadership.
• Comfortable giving and receiving constructive feedback to maintain momentum.
• Ability to maintain strict confidentiality regarding sensitive organizational and personnel matters.
• Experience coordinating complex calendars, meetings, and travel logistics.

Responsabilités

• Manage complex calendar scheduling for executive leadership, resolving conflicts and prioritizing meetings.
• Prepare executive correspondence, briefing documents, agendas, and presentation materials.
• Collaborate with local team members to coordinate travel itineraries for executives.
• Gather and consolidate regional content to support leadership communications.
• Act as the primary liaison and gatekeeper for leadership, managing incoming requests and prioritizing communications.
• Track and follow up on leadership action items and strategic deliverables across teams.
• Plan and execute bi-weekly team meetings and offsites, including logistics, agenda preparation, and team-building activities.
• Support onboarding processes by provisioning resources and setting up access for new team members.
• Maintain shared team documentation, organizational charts, knowledge bases, and distribution lists.
• Draft and distribute internal communications, announcements, and operational updates on behalf of leadership.
• Support special projects and process improvement initiatives to enhance department workflows.
• Provide leadership with updates on active projects and follow up on communications and meetings.
• Handle urgent ad hoc content update requests directly with local team members.

Connaissances

Administrative experience

Calendar management

Executive support

Communication skills

Confidentiality

Travel logistics

Team coordination

Description du poste

About The Company

Codeword is a dynamic communication agency dedicated to helping brands craft breakthrough communications, compelling content, and engaging community experiences. Our team comprises talented writers, editors, designers, strategists, videographers, public relations experts, and traditional marketers who work collaboratively to deliver exceptional results. Trusted by an impressive roster of global brands, we specialize in launching startups, executing multi-channel campaigns, expanding user bases, and leading comprehensive PR and marketing initiatives. As storytellers and brand engineers, we thrive on big ideas that serve meaningful purposes. Codeword operates as a remote-first agency with physical offices in New York City and San Francisco, which employees are not required to visit. We are proud to be part of the global WE Communications family.

About The Company

Codeword is a dynamic communication agency dedicated to helping brands craft breakthrough communications, compelling content, and engaging community experiences. Our team comprises talented writers, editors, designers, strategists, videographers, public relations experts, and traditional marketers who work collaboratively to deliver exceptional results. Trusted by an impressive roster of global brands, we specialize in launching startups, executing multi-channel campaigns, expanding user bases, and leading comprehensive PR and marketing initiatives. As storytellers and brand engineers, we thrive on big ideas that serve meaningful purposes. Codeword operates as a remote-first agency with physical offices in New York City and San Francisco, which employees are not required to visit. We are proud to be part of the global WE Communications family.

About The Role

We are seeking an experienced administrative professional to provide executive-level support to our leadership team while delivering comprehensive operational assistance to our broader organization. This role serves as the operational backbone of the agency, connecting executive leadership with cross-functional internal teams and external partners to ensure smooth daily operations, efficient scheduling, and seamless execution of team initiatives. The ideal candidate will be highly organized, proactive, and an excellent communicator, capable of managing competing priorities and maintaining strict confidentiality. This contractor position will begin in November 2026 and continue through April 2027.

Qualifications

• 3 to 7 years of experience in administrative, operations, executive assistant, or project coordination roles
• Exceptional organizational skills with strong attention to detail and follow-through
• Proactive and resourceful mindset with the ability to anticipate needs and act accordingly
• Experience supporting senior leadership and managing multiple priorities simultaneously
• Strong verbal and written communication skills to confidently interact with coworkers, clients, and leadership
• Comfortable giving and receiving constructive feedback to maintain momentum
• Ability to maintain strict confidentiality regarding sensitive organizational and personnel matters
• Experience coordinating complex calendars, meetings, and travel logistics
• Familiarity with planning team meetings, offsites, onboarding processes, and maintaining shared documentation

Responsibilities

• Manage complex calendar scheduling for executive leadership, resolving conflicts and prioritizing meetings
• Prepare executive correspondence, briefing documents, agendas, and presentation materials
• Collaborate with local team members to coordinate travel itineraries for executives
• Gather and consolidate regional content to support leadership communications
• Act as the primary liaison and gatekeeper for leadership, managing incoming requests and prioritizing communications
• Track and follow up on leadership action items and strategic deliverables across teams
• Plan and execute bi-weekly team meetings and offsites, including logistics, agenda preparation, and team-building activities
• Support onboarding processes by provisioning resources and setting up access for new team members
• Maintain shared team documentation, organizational charts, knowledge bases, and distribution lists
• Draft and distribute internal communications, announcements, and operational updates on behalf of leadership
• Support special projects and process improvement initiatives to enhance department workflows
• Provide leadership with updates on active projects and follow up on communications and meetings
• Handle urgent ad hoc content update requests directly with local team members

Benefits

• Competitive hourly compensation ranging from $45 to $60 based on experience
• Minimum of 20 days paid vacation annually
• 401(k) retirement plan with financial wellness support
• Home office allowance to support remote work setup
• Bi-annual wellness credits to promote health and well-being
• Monthly technology credit to offset internet and phone expenses

Equal Opportunity

Codeword is committed to providing equal employment opportunities and does not discriminate against employees or applicants on the basis of age, race, color, religion, gender, national origin, veteran status, disability, sexual orientation, gender identity or expression, marital status, or any other legally protected class status. We strive to cultivate a diverse and inclusive workplace where every individual can thrive. We encourage candidates from all backgrounds to apply, especially those that may not fit the traditional agency mold but bring unique perspectives and talents to our team.