Executive Assistant

Ingenio; San Francisco (CA); On-site; USD 100,000 - 150,000; Full time

Benefits offered by this job

Premium medical, dental, and vision

Generous holiday and PTO policies

401k matching programLunch

Wellness allowance

Training and development opportunities

Inclusive events and employee groups

Job summary

Ingenio is seeking an Executive Assistant to support the Chief Executive Officer across the Ingenio family of brands. The role focuses on calendar management, travel logistics, and preparing reports and documents for senior leadership.

You will coordinate meetings across multiple time zones, drive proactive organizational practices, and handle expense processing while contributing to travel policies. The position requires strong communication and collaboration with cross-functional teams

Qualifications

• Associate or Bachelor’s degree or equivalent diploma.
• 5+ years of executive or administrative assistant experience.
• Excellent time management and organizational skills.
• Exceptional written and verbal communication skills with strong attention to detail.
• Establishes and maintains relationships with peers in multiple departments and functions.
• Strong knowledge of Google Suite tools.
• Comfortable working across EMEA and US time zones.

Responsibilities

• Effectively manage the office of the Chief Executive Officer (CEO) by handling calendaring, travel arrangements, organizing reports & documents, and other similar duties.
• Develop a proactive organizational approach stemming from the oCEO and cascading throughout the entire executive team (ELT) from San Francisco to Tel Aviv.
• Manage logistics for executive meetings – including biannual offsites – as well as additional international, cross-functional summits.
• Serve as a final editorial checkpoint for executive communications.
• Process and submit expenses, and contribute to an evolving travel & expense policy and corresponding procedures
• Lead and coordinate additional projects as requested.

Skills

Executive support

Time management

Organizational skills

Communication skills

Google Suite

Cross-timezone experience

Education

Associate or Bachelor's degree

Tools

Google Suite

Job description

Ingenio is a global media and technology company developing products that provide guidance on love, relationships, career, health, and life overall.

We are passionate about connecting people with the world’s best advisors and content to empower everyone to live happier lives. Here at Ingenio, we'd love to talk with you regardless of your qualifications or years of experience. If you believe you’d be a great fit for this role, we invite you to apply even if you do not meet all points on the job description.

How you'll be impactful

As an Executive Assistant, you will provide an exemplary level of support to the Chief Executive Officer of Ingenio across the entirety of the Ingenio family of brands. You are responsible for complex calendar management, including the CEO’s travel, schedule, and daily meetings; managing logistics for large meetings (often across several time zones); and being a gatekeeper for the CEO’s time, energy, and resources. You are someone who is organized, energetic, proactive, efficient, and detailed, with prior experience in administrative duties for senior executives.

What you'll be doing

• Effectively manage the office of the Chief Executive Officer (CEO) by handling calendaring, making travel arrangements, organizing reports & documents, and other similar duties.
• Develop a proactive organizational approach stemming from the oCEO and cascading throughout the entire executive team (ELT) from San Francisco to Tel Aviv.
• Manage logistics for executive meetings – including biannual offsites – as well as additional international, cross-functional summits.
• Serve as a final editorial checkpoint for executive communications.
• Process and submit expenses, and contribute to an evolving travel & expense policy and corresponding procedures
• Lead and coordinate additional projects as requested.

What you’ll need to be successful

• Associate or Bachelor’s degree or equivalent diploma.
• 5+ years of experience in executive or administrative assistant roles, ideally supporting Vice President (equivalent) or above.
• Excellent time management and organizational skills
• Exceptional written and verbal communication skills with strong attention to detail
• Establishes and maintains relationships with peers in multiple departments and functions
• Strong knowledge of Google Suite tools
• Works hard, with a positive attitude
• Comfortable working across EMEA and US time zones

Perks and benefits

• Friendly, talented, collaborative and entrepreneurial team
• Premium medical, dental, and vision insurance
• Generous holiday and PTO policies
• 401k matching programLunch
• Wellness allowance
• Training and development opportunities and allowance
• Fun and inclusive digital, and in-person events
• Employee groups - DEI committee, fun committee, wellness group and more

Pay transparency

The US base salary range for this full-time position is $100,000-$150,000 + Bonus + Equity. Our salary ranges are determined by role, level, and location. The range displayed on each job posting reflects the minimum and maximum target for new hire salaries for the position across all US locations. Within the range, individual pay is determined by work location and additional factors, including job-related skills, experience, and relevant education or training. Your recruiter can share more about the specific salary range for your preferred location during the hiring process. Please note that the compensation details listed in US role postings reflect the base salary only, and do not include bonus, equity, or benefits.

Why Ingenio

Our growing team of over 400 employees is powered by our diverse perspectives and company core values:

We are humble. We believe the best result is achieved by leveraging others’ perspectives

We think like owners. We make decisions that optimize for the greater good of the organization

We challenge limiting beliefs. We are at our best when we identify and shatter status quo expectations

Ingenio is an equal opportunity workplace and is an affirmative action employer. We are committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity or Veteran status.