Executive Assistant

Swooped; United States; Remote; USD 113,000 - 138,000; Full time

Benefits offered by this job

Medical, dental, vision insurance

401(k) with employer match

Paid time off and holidays

Remote work stipend and home office

Job summary

Swooped is hiring an Executive Assistant to act as a trusted partner to the President and CEO in a fully remote capacity across the United States. You will manage calendars, emails, and travel while coordinating with the Executive Office and governing boards.

The role emphasizes relationship management, project leadership, and organizational effectiveness in a distributed team, with travel as needed and a focus on social impact values.

Qualifications

• At least 8 years of executive assistant experience directly supporting executive team members.
• Demonstrated experience and comfort working in a fully remote environment.
• Demonstrated project management skills with multiple workstreams, dependencies, and deadlines from initiation to completion.
• Experience coordinating board governance logistics, including board meetings, retreats, and minute-taking.
• Confidential handling of sensitive organizational, financial, personnel, and executive information.

Responsibilities

• Develop and streamline systems, priorities, and administrative workflows for the President and CEO.
• Manage a complex executive calendar, coordinating appointments, meetings, and travel logistics.
• Manage executive email correspondence, prioritizing requests and drafting responses.
• Brief and prepare the President and CEO for meetings, engagements, and key decisions.
• Coordinate communications with staff, board members, partners, and external stakeholders.
• Prepare meeting materials, talking points, reports, presentations, and minutes.
• Track action items and deliverables across executive commitments.
• Coordinate expense reports, travel itineraries, and logistics for executive travel and events.
• Lead cross-functional collaboration to implement Executive Office priorities.

Skills

Executive support

Remote work experience

Project management

Board governance

Confidentiality & discretion

Written & verbal communication

Google Workspace

AI productivity tools

Tools

Google Workspace

CRM systems

Project management software

Job description

The organization is seeking a seasoned Executive Assistant to serve as a trusted executive administrative partner to the President and CEO. This full-time, remote position combines executive support, relationship management, and project management to advance leadership priorities and ensure the effective functioning of the Executive Office.

Reporting directly to the Chief of Staff, the Executive Assistant works day to day as the dedicated partner to the President and CEO while providing targeted administrative support to the broader Executive Team as directed. Grounded in a commitment to social justice, this role helps strengthen organizational effectiveness across a distributed team and network.

Location, Schedule, and Travel

• This is a full-time, remote position open to candidates based in the United States.
• Candidates must be able to work weekday hours aligned with the Pacific Time Zone, with availability outside regular business hours when needed to support executive priorities and travel periods.
• Occasional travel within the United States is required for meetings, team retreats, and organizational events.

Key Responsibilities

Executive Support:

• Develop and streamline systems, priorities, and administrative workflows that support the President and CEO.
• Manage a complex executive calendar, coordinating appointments, meetings, and travel logistics while balancing competing priorities.
• Manage executive email correspondence, prioritizing incoming requests, drafting responses, and ensuring proactive follow-through.
• Collaborate with leadership to ensure the President and CEO is thoroughly briefed and prepared for meetings, speaking engagements, and key decisions.
• Facilitate relationship management by coordinating timely communications and scheduling with staff, board members, partners, and external stakeholders.
• Prepare and organize meeting and event materials, including talking points, reports, presentations, and meeting minutes.
• Track action items and deliverables to ensure timely execution across executive commitments.
• Coordinate expense reports, travel itineraries, and logistics for executive travel and events.

Executive Office and Board Management:

• Partner with the Chief of Staff to implement Executive Office priorities and support cross-functional collaboration.
• Maintain organized digital filing and knowledge management systems.
• Lead and execute special projects for the Executive Office, managing timelines, budgets, and deliverable quality.
• Serve as a primary point of contact between the Executive Office and the organization's governing boards.
• Partner with leadership to schedule, prepare, and execute board meetings and retreats, including preparing board packets and taking official meeting minutes.

Team Engagement and Operations:

• Participate in team meetings, share operational insights, and collaborate across departments to advance organizational goals.
• Support the onboarding and administrative training of new team members.
• Continuously identify operational improvements, emerging tools, and best practices to optimize executive workflow.

Required Qualifications

• At least 8 years of executive assistant experience directly supporting executive team members.
• Demonstrated experience and comfort working in a fully remote environment.
• Demonstrated project management skills, with experience managing multiple workstreams, dependencies, and deadlines from initiation to completion.
• Experience coordinating board governance logistics, including board meetings, retreats, communications, materials preparation, and minute-taking.
• Demonstrated proficiency handling sensitive organizational, financial, personnel, and executive information with strict confidentiality and discretion.
• Technical fluency with remote collaboration tools, including Google Workspace, project management software, artificial intelligence productivity tools, presentation software, and CRM systems.
• Proven ability to synthesize complex, fast-paced discussions into clear action items, timelines, and priorities.
• Exceptional written and verbal communication skills, with the ability to draft executive-level correspondence and materials.
• Alignment with social justice values and experience working across diverse, intersectional communities.
• Work authorization in the United States (visa sponsorship is not available).

Preferred Qualifications

• Location in the Pacific Time Zone.
• Previous experience supporting a multi-entity or federated board structure.

Compensation and Benefits

• Base salary: $125,000 per year.
• Health coverage including medical, dental, and vision insurance.
• Retirement plan with employer contribution and matching.
• Paid time off, including vacation days, sick leave, and paid organizational holidays.
• Remote work stipends and expense reimbursements for internet, phone, and home office expenses.
• Professional development and continuous learning support.

Equal Opportunity and Accommodations

The organization is an equal opportunity employer committed to a diverse workforce and an inclusive culture. Applications are encouraged from all qualified individuals without regard to race, color, religion, creed, gender, sex, sexual orientation, gender identity or expression, age, national origin, citizenship, ancestry, marital status, genetic information, physical or mental disability, military or veteran status, political affiliation, family care or medical leave status, medical condition, or any other status protected by applicable federal, state, or local laws.

Accommodations are available upon request for candidates with disabilities throughout the application, interview, and hiring process.