Executive Assistant

Swooped; United States; Remote; USD 22,000 - 40,000; Full time

Job summary

Swooped, a US-based startup, seeks an Executive Assistant (Remote) to support day-to-day operations and work closely with executive leadership. The role focuses on taking ownership of administrative functions, coordinating resources, solving operational problems, and ensuring organizational priorities move forward independently without constant supervision.

You will manage calendars, coordinate meetings, gather project updates, and resolve issues with initiative.

Qualifications

• Professional experience supporting executives or in similar roles.
• Ability to work with US-based teams and stakeholders.
• Bias toward action with proactive execution.
• Strong organizational and time-management skills.
• Excellent written and verbal English communication.
• Proficient with Google Workspace and calendar management.

Responsibilities

• Manage executive calendars, coordinate meetings, resolve scheduling conflicts.
• Gather updates, documentation, and files from stakeholders, keep resources organized.
• Follow up on action items, deadlines, and deliverables.
• Coordinate facilities, vendors, and workspace needs as required.
• Manage office essentials, orders, and maintenance services.
• Research solutions and independently manage operational tasks to completion.
• Anticipate needs and handle ad hoc requests with minimal supervision.

Skills

Executive support

Time management

Communication

Proactive problem solving

Discretion

Multitasking

Tools

Google Workspace

Calendars

Spreadsheets

Team chat tools

Job description

The hiring organization is seeking an Executive Assistant - Remote to support day-to-day operations and work closely with executive leadership. This role focuses on taking ownership of administrative functions, coordinating people and resources, solving operational problems, and ensuring organizational priorities move forward independently without constant supervision.

Responsibilities

• Manage executive calendars, coordinate meetings, resolve scheduling conflicts, and help keep leadership organized.
• Gather project updates, documentation, and files from multiple stakeholders, consolidating them into organized and accessible resources.
• Follow up on outstanding action items, missing information, and deadlines to proactively drive responses and deliverable completion.
• Coordinate with building management, vendors, and service providers to resolve workspace issues, arrange repairs, and keep facilities running smoothly.
• Manage office essentials and supplies, order necessities, and coordinate cleaning and maintenance services as needed.
• Research solutions, identify key contacts and resources, and independently manage operational tasks through completion.
• Anticipate operational needs, resolve potential issues before escalation, and handle ad hoc requests as business needs evolve.

Required Qualifications

• Professional experience as an Executive Assistant, Virtual Assistant, Operations Assistant, Administrative Coordinator, or in a similar administrative role.
• Experience supporting United States-based companies.
• Demonstrated bias toward action, with the ability to execute tasks proactively rather than waiting for direction.
• Strong organizational and time-management skills, with the ability to manage multiple priorities and follow through on commitments.
• Confident interpersonal communication skills, with the ability to follow up persistently and respectfully hold stakeholders accountable.
• Strong problem-solving abilities and resourcefulness to figure out solutions independently with minimal supervision.
• Excellent written and verbal English communication skills.
• Proficiency with digital productivity tools, including Google Workspace, calendars, spreadsheets, and team communication platforms.
• Sound judgment and discretion when handling confidential business information.
• Flexibility and willingness to take on a broad range of responsibilities, from routine administrative work to unexpected operational challenges.

Preferred Qualifications

• Experience supporting artificial intelligence (AI) startups.
• Familiarity with the pace, communication style, and operating dynamics of fast-moving United States startups.
• Employment Type: Full time
• Location: Remote within the United States
• Schedule: Approximately 10 hours per week (around 40 hours per month), with flexibility to adjust based on business needs, aligned with Pacific Time (PT) working hours
• Compensation: Flexible fixed monthly compensation based on experience, location, and the scope of the engagement

Equal Opportunity Employer

The organization provides equal employment opportunities to all employees and applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability, or any other legally protected status. The organization celebrates diversity and is committed to fostering an inclusive environment for all employees.