Executive Administrative Assistant (Contract)

Codeword, LLC; New York, San Francisco (NY, CA); Remote; USD 62,000 - 83,000; Full time

Benefits offered by this job

Monthly Technology Credit

Open salary and calendar transparency

Remote-first with optional NYC/SF meet

Job summary

Codeword, LLC, a remote-first communication agency with offices in NYC and SF, is seeking an Administrative professional to support leadership and broader team operations on a contract basis from November 2026 through April 2027.

You will manage complex calendars, prepare briefing materials, coordinate travel, and support cross-functional content gathering and communications. The role requires strong organization, proactive problem-solving, and discretion.

Qualifications

• 3–7 years of experience in administrative, operations, executive assistant, or project coordination roles.
• Highly organized and detail-oriented, with exceptional follow-through.
• Proactive and resourceful; you see what needs to happen next and take care of it.
• Comfortable supporting senior leadership, managing competing priorities, and deadlines.
• Strong communicator who can coordinate with coworkers, clients, and leadership.
• Comfortable giving and receiving feedback to keep things moving.

Responsibilities

• Manage complex calendar management for leadership, proactively resolving scheduling conflicts and prioritizing high-value meetings.
• Prepare executive correspondence, briefing documents, agendas, and presentation materials for leadership reviews.
• Collaborate with local team members on travel itineraries for executive staff.
• Gather and consolidate regional content to support leadership requests across communication channels.
• Serve 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 with cross-functional partners.
• Maintain strict confidentiality handling sensitive strategic, organizational, and personnel matters.
• Plan bi-weekly team meetings and offsites, including agendas, presenter prep, team-building activities, space logistics, tech setup, and catering.
• Oversee onboarding support for team members, ensuring smooth resource provisioning and access setup.
• Maintain shared team documentation, organizational charts, and knowledge bases.

Skills

Administrative experience

Executive support

Project coordination

Calendar management

Communication

Confidentiality

Travel coordination

Job description

Codeword is a communication agency that helps brands create breakthrough comms, content, and community experiences.

We’re a fast-moving team of writers, editors, designers, strategists, videographers, PR mavens, and even a few traditional marketers.

Our incredible roster of global brands trust us to launch their startups, run multi-channel campaigns, grow their user bases, and lead comprehensive PR and marketing initiatives. We’re storytellers and brand engineers, and we love big ideas that serve a real purpose.

Codeword is a remote-first agency, with physical offices in NYC and SF that we won’t make you visit.

This is a contractor opportunity starting in November 2026 and running through April 2027.

About You:

• 3–7 years of experience in administrative, operations, executive assistant, or project coordination roles
• Highly organized and detail-oriented, with exceptional follow-through and a knack for keeping things from falling through the cracks
• Proactive and resourceful, you see what needs to happen next and take care of it
• Comfortable supporting senior leadership, managing competing priorities, and keeping organizational deadlines on track
• A strong communicator who can confidently coordinate with coworkers, clients, and leadership
• Comfortable giving and receiving constructive feedback when it’s needed to keep things moving

About This Role:

Administrative professional who provides executive-level administrative support to leadership and comprehensive operational support to the broader team.

Operational backbone connecting executive leadership, cross-functional internal teams, and external partners to ensure daily operations, schedules, and team initiatives run efficiently and seamlessly.

What You’ll Be Doing:

• Manage complex calendar management for leadership, proactively resolving scheduling conflicts and prioritizing high-value meetings.
• Prepare executive correspondence, briefing documents, agendas, and presentation materials for leadership reviews.
• Collaborate with local team members on travel itineraries for executive staff.
• Gather and consolidate regional content to support leadership requests across communication channels.
• Serve 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 cross-functional partners.
  • Maintain strict confidentiality when handling sensitive strategic, organizational, and personnel matters.
• Team Operations & Logistics Support
  • Plan and execute bi-weekly team meetings and offsites, including agendas, presenter prep, team building activities, space logistics, tech setup, and catering.
  • Oversee onboarding support for team members, ensuring smooth resource provisioning and access setup.
  • Maintain shared team documentation, organizational charts, knowledge bases, and team distribution lists.
• Communications & Special Projects
  • Draft and distribute internal communications, team announcements, and operational updates on behalf of team leadership.
  • Support special operational projects and process improvement initiatives to streamline department workflows.
• General Operations & Production Support
  • Provide leadership with updates on active projects and follow ups from email communications and meetings.
  • Handle ad hoc urgent requests for content updates directly with local team members.

Your Compensation:

People – that’s you! – are the heart of our business, and we believe in pay transparency.

Our budget for this role is $45 – $60/hour depending on experience.

• Monthly Technology Credit (to offset internet / phone costs)
• We believe in defaulting to openness. Our calendars, our salary tiers, and our doors are open for all to see. (Except for secret client stuff, which we guard with our lives.)
• We’re a proud member of the global WE Communications family.
• Equal Opportunity: Codeword provides equal employment opportunity and doesn’t discriminate against employees or applicants because of age, race, color, religion, gender, national origin, veteran status, disability, sexual orientation, gender identity or expression, marital status, or other legally protected class status.
• Diversity and Inclusion: Codeword works hard to foster a diverse team and an inclusive workplace where everyone thrives.

We aren’t a traditional agency, so we like to hire people who don’t necessarily fit the agency mold or check all the “right” boxes. If you’re on the fence about applying, please do!