Executive Assistant

HIRECLOUT; Los Angeles (CA); On-site; USD 70,000 - 110,000; Full time

Job summary

HIRECLOUT is seeking an exceptionally organized Executive Assistant to support our Founder and CEO and our VP of Business Operations. This role will help executives stay focused, organized, and ahead of priorities while coordinating The Tech Leader’s Playbook podcast, company events, and special projects.

You will work across executive support, business operations, recruiting, marketing, and relationship management.

Qualifications

• Experience supporting a founder, CEO, or senior executive.
• Experience supporting more than one executive or managing competing priorities is preferred.
• Exceptional organization, attention to detail, and follow-through.
• Strong written and verbal communication skills.
• Ability to adapt to shifting priorities without getting overwhelmed.
• Judgment and independence in decision-making.
• Proactive mindset with anticipation of needs.
• Professionalism when dealing with senior executives and guests.
• Ability to manage multiple tasks and deadlines with accuracy.

Responsibilities

• Provide executive support to the Founder/CEO and VP of Business Operations.
• Coordinate calendars, travel, and meeting logistics for executives.
• Prepare agendas, briefs, and follow-up items; track action items.
• Draft professional correspondence and manage communications.
• Support podcast coordination and production for The Tech Leader’s Playbook.
• Assist with cross-functional operations projects and internal initiatives.
• Maintain trackers, project plans, and accountability systems.
• Help with onboarding, events, and vendor coordination.

Skills

Executive support

Calendar management

Travel planning

Communication

Project coordination

Research

Writing/editing

Discretion

Prioritization

Proactive mindset

Tools

Calendar software

Job description

Executive Assistant to the CEO & VP of Business Operations

Why Join HIRECLOUT?

• HIRECLOUT is an award-winning technology recruiting, executive search, and consulting firm trusted by high-growth startups, private equity and venture capital firms, and Fortune 500 companies.
• Work directly with the CEO and VP of Business Operations of an established, growing company.
• Our recognition includes Inc. Best Places to Work, the Inc. 5000, Inc. Power Partner, Hunt Scanlon’s Top 50 Technology Executive Search Firms, and Great Recruiters’ Top Executive Search and IT Staffing Firms.
• Build relationships with executives, entrepreneurs, investors, technology leaders, and podcast guests.
• Gain exposure to executive search, technology, AI, media, business development, and company operations.
• Play a meaningful role in growing an award-winning company and established leadership podcast.
• Join a team that values initiative, accountability, high standards, and measurable results.

The Opportunity

We are looking for an exceptionally organized and proactive Executive Assistant to support HIRECLOUT’s Founder and CEO and our VP of Business Operations.

This person will help both executives stay focused, organized, and ahead of their priorities. The position also plays an important role in coordinating The Tech Leader’s Playbook podcast, company events, internal initiatives, and special projects.

This is not a basic administrative position. You will work across executive support, business operations, podcast production, recruiting, marketing, and relationship management.

The right person does not wait to be told what to do next. You anticipate needs, catch details before they become problems, and make sure commitments do not fall through the cracks.

Executive Support

• Manage calendars for the CEO and VP of Business Operations, including internal meetings, client calls, interviews, podcast recordings, events, and personal commitments.
• Proactively identify conflicts, scheduling issues, missing information, and priorities requiring attention.
• Coordinate travel, reservations, itineraries, speaking engagements, company events, dinners, and executive meetings.
• Prepare agendas, background information, research, notes, and follow-up items.
• Track commitments and make sure action items are completed by the appropriate people.
• Draft and manage professional correspondence on behalf of the executives.
• Help organize and prioritize incoming requests, introductions, invitations, and business opportunities.
• Maintain professional communication with clients, executives, partners, candidates, podcast guests, and internal team members.
• Handle confidential business, employee, client, and personal information with excellent judgment and complete discretion.

Business Operations Support

• Assist the VP of Business Operations with companywide projects, reporting, documentation, and follow-up.
• Help coordinate priorities across recruiting, sales, consulting, marketing, finance, and operations.
• Maintain trackers, project plans, recurring meeting schedules, and accountability systems.
• Prepare materials for leadership meetings and document decisions, responsibilities, and deadlines.
• Follow up with team members to keep projects and deliverables moving.
• Identify gaps, bottlenecks, and unresolved action items before they become larger problems.
• Assist with onboarding, internal communications, company events, vendor coordination, and operational initiatives.
• Support special projects related to business development, recruiting, company growth, and process improvement.

Podcast Coordination

• Coordinate guest outreach, scheduling, confirmations, releases, and recording logistics for The Tech Leader’s Playbook.
• Research prospective guests and identify compelling leadership stories, career experiences, and episode angles.
• Prepare guest briefs, background research, suggested questions, introductions, and talking points.
• Communicate with guests before and after recordings to create a polished and professional experience.
• Coordinate with production, marketing, and social media partners to keep episodes, clips, thumbnails, descriptions, and promotional content on schedule.
• Maintain the guest pipeline and podcast production calendar.
• Assist with sponsors, special episodes, live recordings, and podcast-related events.
• Track every episode from guest identification through recording, publication, and promotion.

What We’re Looking For

• Experience supporting a founder, CEO, senior executive, or operational leader.
• Experience supporting more than one executive or managing competing priorities is strongly preferred.
• Exceptional organization, attention to detail, and follow-through.
• Strong written and verbal communication skills.
• The ability to manage shifting priorities without becoming overwhelmed.
• Excellent judgment and the confidence to make appropriate decisions independently.
• A proactive mindset and the ability to anticipate needs.
• Professionalism when communicating with senior executives and high-profile guests.
• Comfort following up persistently and holding people accountable for deadlines.
• Strong research, writing, proofreading, and documentation skills.
• Proficiency with modern productivity, scheduling, project-management, communication, and AI tools.
• Experience or deep interest in podcasts, content production, guest coordination, marketing, or social media is preferred.
• The responsiveness and flexibility required to support a busy executive team.

You Will Be Successful Here If You

• Take ownership instead of waiting for instructions.
• Know how to balance the priorities of two senior executives.
• Keep detailed systems and rarely need to be reminded.
• Communicate clearly, directly, and professionally.
• Know what is urgent, what is important, and what can wait.
• Enjoy bringing structure to a fast-moving environment.
• Can move comfortably between executive communication and detailed administrative work.
• Treat every interaction as a reflection of HIRECLOUT and its leadership.
• Are consistently thinking one or two steps ahead.