Executive Assistant

Rippling, Inc.; Chicago (IL); Remote; USD 45,000 - 65,000; Full time

Benefits offered by this job

Fully remote role

Career growth

Job summary

First Gen Industries LTD is seeking an Executive Assistant to support our CEO and COO in a fast-paced, fully remote environment, keeping executives organized and focused.

You will manage calendars, travel, communications, and a variety of administrative tasks while protecting confidentiality and helping streamline processes.

This is an early-career role with exposure to leadership and company strategy in a growing fintech-adjacent setting.

Qualifications

• 1–2 years in an administrative, executive assistant, or coordinator role.
• Excellent written and verbal communication skills.
• Strong organizational skills with the ability to manage multiple priorities and deadlines.
• Comfortable working independently in a remote environment.
• Proficiency with common productivity and collaboration tools (e.g., Google Workspace, Slack, Zoom, calendar management tools).
• High level of discretion and professionalism when handling confidential information.
• A proactive, detail-oriented mindset with strong follow-through.
• Flexibility and adaptability in a fast-moving startup environment.

Responsibilities

• Manage complex calendars for the CEO and COO, scheduling and prioritizing meetings across multiple time zones
• Coordinate travel arrangements, including flights, accommodations, and itineraries
• Prepare, proofread, and organize documents, presentations, and correspondence
• Act as a liaison between the CEO/COO and internal teams, external partners, and clients
• Screen and manage emails and communications, flagging priority items
• Organize and prepare materials for meetings, including agendas and follow-up notes
• Assist with expense reports, invoices, and basic budget tracking
• Support special projects and ad hoc initiatives as needed
• Maintain confidentiality and exercise sound judgment when handling sensitive information
• Help streamline processes and systems to improve executive productivity

Skills

Calendar management

Travel coordination

Document preparation

Email management

Budget tracking

Confidentiality

Remote work

Google Workspace

Tools

Google Workspace

Slack

Zoom

Job description

We’re a fast-growing, purpose-driven B2B financial services company built on integrity, accountability, and continuous growth. We have developed our own proprietary insurance product for employers which is scaling rapidly. Our leadership team brings proven expertise from multiple sectors of finance, and every team member plays a direct role in expanding both our clients’ success and our company’s vision. We unlock capital to empower teams!

About the Role

First Gen is looking for a highly organized and proactive Executive Assistant to support our CEO and COO. This is a great opportunity for someone early in their career who thrives in a fast-paced environment, enjoys keeping people organized, and wants exposure to how a company's leadership operates day to day. You'll be a key partner in helping our executives stay focused on what matters most by managing their schedules, communications, and a variety of administrative and project-based tasks.

What You'll Do

• Manage complex calendars for the CEO and COO, scheduling and prioritizing meetings across multiple time zones
• Coordinate travel arrangements, including flights, accommodations, and itineraries
• Prepare, proofread, and organize documents, presentations, and correspondence
• Act as a liaison between the CEO/COO and internal teams, external partners, and clients
• Screen and manage emails and communications, flagging priority items
• Organize and prepare materials for meetings, including agendas and follow-up notes
• Assist with expense reports, invoices, and basic budget tracking
• Support special projects and ad hoc initiatives as needed
• Maintain confidentiality and exercise sound judgment when handling sensitive information
• Help streamline processes and systems to improve executive productivity

What We're Looking For

• 1-2 years of experience in an administrative, executive assistant, or coordinator role
• Excellent written and verbal communication skills
• Strong organizational skills with the ability to manage multiple priorities and deadlines
• Comfortable working independently in a remote environment
• Proficiency with common productivity and collaboration tools (e.g., Google Workspace, Slack, Zoom, calendar management tools)
• High level of discretion and professionalism when handling confidential information
• A proactive, detail-oriented mindset with strong follow-through
• Flexibility and adaptability in a fast-moving startup environment

Nice to Have

• Experience supporting multiple executives simultaneously
• Familiarity with project management tools (e.g., Monday, Asana, Notion, Trello)
• Prior experience working in a fully remote company

Why Join First Gen

• Fully remote role with flexibility in how and where you work
• Direct exposure to executive-level decision-making and company strategy
• Opportunity to grow your career alongside company leadership
• Collaborative, supportive team culture

Who You Are

You’re an A-Player. coachable, driven, and deeply mission-aligned. You thrive on ownership, competition, and personal growth. You embody First Gen’s core values:

- Ironclad Integrity: You do the right thing, even when no one is watching.

- 24-Carat Accountability: You own your outcomes and stay humble when corrected.

- Catalyst: You’re a constant learner with curiosity, discipline, and resilience.

- Wholehearted: You put relationships before deals and build authentic trust.

You’re not just looking for another job you’re seeking a purposeful career where your work directly impacts business owners and their teams.

Equal Opportunity Statement

First Gen Industries LTD is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. We prohibit discrimination and harassment of any kind based on race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by applicable laws.

Employment decisions at First Gen Industries LTD are based solely on business needs, job requirements, and individual qualifications.