Executive Assistant

Fireworks AI; United States; On-site; USD 65,000 - 110,000; Full time

Job summary

Fireworks AI is seeking an experienced Executive Assistant to expertly manage multi-executive calendars, travel logistics, and confidential projects. You will prep briefing materials, coordinate meetings, and ensure executives enter each day fully prepared with context and clear action items.

Ideal candidates thrive in fast-paced finance/tech environments, build trusted relationships quickly, and navigate ambiguity with composure.

Qualifications

• Experience supporting executives in fast-paced environments.
• Strong scheduling and travel coordination skills.
• Discretion and integrity when handling confidential information.

Responsibilities

• Manage multi-executive calendars and prioritize time.
• Prepare briefing notes, agendas, and follow-up on actions.
• Coordinate domestic and international travel with detailed itineraries.
• Provide liaison support between executives and stakeholders.
• Handle expense reports, meeting logistics, and onboarding coordination.

Skills

Calendar management

Meeting support

Travel coordination

Confidentiality

Project management

Liaison role

Administrative support

Ambiguity navigation

Tech-savvy

AI tools familiarity

Attention to detail

Interpersonal skills

Written & verbal comms

Job description

• Calendar & Schedule Management: Manage complex, multi-executive schedules. Strategically prioritize and protect time in alignment with business objectives
• Meeting Support: Ensure executives begin each day fully prepared: briefing notes, meeting context, open action items, and anything they need to walk in sharp. Prepare agendas and follow up on action items as needed
• Travel Coordination: Organize domestic and international travel end-to-end: flights, accommodation, ground transport, detailed itineraries, and expense reporting
• Confidential Support: Manage sensitive and confidential information with the utmost discretion and integrity
• Project Management: Support strategic projects, internal initiatives, and ad hoc research tasks. Able to pick up a thread and run with it independently
• Liaison Role: Serve as the primary point of contact between executives and internal/external stakeholders. Build relationships and stay attuned to what’s happening on the ground
• Additional Administrative Support: Complete expense reports, handle personal tasks as needed, and support other executives as needed
• Additional Administrative Support: Complete expense reports, reconcile corporate card, organize team meetings, offsites, all-hands logistics, interview and onboarding coordination. May support other executives as needed

Clear, upfront communicator — comfortable navigating ambiguity with confidence and composureTech-savvy and comfortable with modern productivity toolsBackground in a fast-paced environment — finance, technology, AI, or startups preferredGood judgment — knows when to act independently and when to loop inFamiliarity with AI tools or workflow automation — able to help build and maintain systems that reduce manual liftMeticulous attention to detail, especially across scheduling and travel; able to prioritize effectively in high-pressure environmentsStrong interpersonal relationships — a natural relationship-builder who earns trust quickly across all levels of an organizationStrong written and verbal communication skills; professional and warm in every context