Executive Assistant

Coalesce Automation, Inc; San Francisco (CA); Remote; USD 60,000 - 100,000; Full time

Job summary

An innovative company seeks a proactive Executive Assistant to support its CEO and leadership team. This role is vital for ensuring smooth operations and efficient execution of priorities, requiring exceptional organizational and communication skills. The ideal candidate will thrive in a fast-paced environment, managing diverse tasks from executive support to project management. With a culture-first approach, the company values radical honesty and continuous learning, offering a fully remote work environment. Join a team dedicated to improving the lives of data professionals and enjoy a comprehensive benefits package that supports your well-being.

Benefits

Medical Insurance

Dental Insurance

Vision Insurance

Life Insurance

Disability Insurance

Unlimited Paid Time Off

Paid Sick Time

Equity

Internet Reimbursement

401(k) Retirement Plan

Qualifications

• 5+ years of experience as an Executive Assistant supporting senior leadership.
• Exceptional organizational skills and ability to multitask effectively.
• Strong written and verbal communication skills.

Responsibilities

• Provide high-level administrative support to the CEO and executive team.
• Organize travel arrangements and manage executive calendars.
• Assist with coordination and management of various projects.

Skills

Organizational Skills

Communication Skills

Project Management

Microsoft Office Suite

Problem-Solving Skills

Education

Bachelor's Degree or Equivalent

Tools

Project Management Tools

Job description

The Executive Assistant will play a key role in supporting the CEO and executive leadership team. With approximately 5 years of experience, the ideal candidate will demonstrate strong organizational skills, attention to detail, and a proactive mindset. This person will handle a variety of tasks ranging from administrative duties to more complex project management, ensuring smooth operations and efficient execution of company priorities.

Key Responsibilities :

• Executive Support : Provide high-level administrative support to the CEO and executive team, including managing schedules, coordinating meetings, and handling correspondence.
• Calendar Management : Effectively manage and prioritize calendars, ensuring alignment with executive priorities, and handle any scheduling conflicts.
• Communication : Serve as a liaison between the executive team and internal / external stakeholders, maintaining clear communication and professionalism at all times.
• Travel Coordination : Organize travel arrangements including flights, accommodations, itineraries, and transportation for executives.
• Document Management : Prepare and edit reports, presentations, and other documents as needed. Ensure documents are accurate, complete, and delivered in a timely manner.
• Project Management : Assist with the coordination and management of various projects, including tracking deadlines, organizing resources, and ensuring project milestones are met.
• Confidentiality & Discretion : Handle sensitive and confidential information with the utmost discretion and integrity.
• Office Coordination : Oversee day-to-day office operations, ensuring that executives have the necessary tools and resources to succeed.

Qualifications :

• Minimum of 5 years of experience as an Executive Assistant or similar role supporting senior leadership.
• Exceptional organizational skills with the ability to multitask and prioritize effectively in a fast-paced environment.
• Strong written and verbal communication skills, with the ability to interact with stakeholders at all levels.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with project management tools.
• Strong attention to detail and ability to maintain a high level of accuracy in all tasks.
• Proven ability to handle confidential information with discretion and professionalism.
• Ability to work independently, as well as collaboratively in a team setting.
• Excellent problem-solving skills and a proactive approach to addressing challenges.
• A positive, professional attitude with the ability to remain calm under pressure.

Preferred :

• Bachelor's degree or equivalent experience in a related field.

Since founding Coalesce in 2020, our mission has remained the same : to improve the lives of data professionals by helping them transform data as efficiently as possible. We aim to bring an end to the days of arduous manual coding and inflexible GUIs by providing a best of both worlds solution.

Coalesce is a fully remote and culture-first company. We believe that our culture is what allows us to not only recruit world-class talent, but also retain it. At Coalesce, you can expect to experience radical honesty, trust in the workplace empathy for yourself and others, and support for continuous learning and improvement.

US Benefits : Coalesce offers the following benefits for this position, subject to applicable eligibility requirements : Medical insurance; Dental insurance; Vision insurance; Life, AD&D, and Disability Insurance; Unlimited Paid Time off, Paid Sick Time, Equity, Internet Reimbursement, WFH Office Set-Up Reimbursement, 401(k) retirement plan, and Company Annual Leave between December 26- January 2.