Executive Assistant

Swooped; United States; Teletrabalho; USD 110 000 - 140 000; Tempo integral

Vantagens oferecidas por esta oferta de emprego

Health, dental, and vision insurance

Paid time off and holidays

401(k) retirement plan with employer  

Stock options

Educational assistance and reimburse-

Resumo da oferta

Swooped is seeking a remote Executive Assistant to support three to four senior leaders (SVPs and above). This full-time role focuses on optimizing executive efficacy, mitigating risks, and aligning workflows across time zones in the United States.

You will manage calendars, travel, communications, and cross-functional coordination in a remote setting. Role requires high discretion, strong communication, and comfort with AI-enabled tools.

Qualificações

• 6+ years of experience as executive assistant or executive business partner.
• Proven ability to manage complex calendars across multiple executives.
• Strong adaptability to new AI tools and platforms.

Responsabilidades

• Own and strategically manage complex executive calendars, acting as an optimizer, gatekeeper, and time manager.
• Identify and resolve scheduling conflicts for high-volume, multi-stakeholder meetings and guide internal engagement protocols.
• Coordinate offsite events, internal retreats, and external gathering requests to align with priorities.
• Manage logistics, travel integration, and room coordination for virtual and in-person meetings.
• Develop agendas, distribute pre-reads, attend staff meetings, capture minutes, and follow up on action items.
• Support board meetings, speaking engagements, and team staff meetings with materials and execution.
• Prioritize executive emails and Slack; draft strategic responses.
• Draft and consolidate executive communications, newsletters, and memos.
• Serve as primary contact for internal and external stakeholders; resolve inquiries or escalate.
• Travel management using third-party platforms; book complex itineraries.
• Expense delegation in Expensify and approve PTO requests.
• Coordinate onboarding/offboarding, system access, and org charts.
• Handle contract workflows in tools like Ironclad.
• Act as IT liaison for executive needs and liaise with IT support.
• Support cross-functional updates and deadlines.
• Leverage AI tools like Gemini and Claude to streamline workflows.

Conhecimentos

Calendar management

Executive partnership

Cross-functional coordination

Travel planning

Vendor/IT liaison

AI tools familiarity

Ferramentas

Google Workspace

Expensify

Navan

UKG

AI tools

Descrição da oferta de emprego

The Executive Assistant, Remote serves as a strategic executive business partner supporting three to four assigned senior leadership members (Senior Vice Presidents and above). Moving beyond traditional administrative support, this role optimizes executive efficacy, proactively mitigates operational risks, and streamlines cross-functional workflows. Operating in a remote environment based in the United States, the position acts as a trusted gatekeeper and operational liaison to ensure leadership focus remains strictly aligned with organizational priorities.

This is a full-time, non-exempt position structured around a standard 40-hour work week.

Key Responsibilities

• Own and strategically manage complex executive calendars, acting as an optimizer, gatekeeper, and time manager.
• Proactively identify and resolve scheduling conflicts for high-volume, multi-stakeholder meetings, and guide internal parties on engagement protocols.
• Execute coordinated vetting processes for offsite events, internal retreats, and external gathering requests to ensure alignment with organizational priorities.
• Manage logistics, travel integration, and room coordination for virtual (Google Meet/Zoom) and internal or external in-person executive meetings.
• Manage the full meeting lifecycle by developing agendas, distributing pre-reads, attending key staff meetings, capturing minutes, and driving action-item follow-ups.
• Support high-stakes engagements, including board meetings, speaking engagements, and team staff meetings, by managing materials and execution.
• Manage and triage high volumes of executive email and departmental Slack correspondence, independently prioritizing issues, flagging time-sensitive matters, and drafting strategic responses.
• Draft, edit, and consolidate executive communications, newsletters, presentations, and formal memos.
• Act as a primary point of contact for internal departments and external stakeholders, independently resolving inquiries or escalating appropriately.
• Provide comprehensive travel management, leveraging third-party travel platforms to book complex travel itineraries.
• Serve as an expense delegate in Expensify and act as an approval proxy for direct reports and PTO requests.
• Coordinate team-wide operations, including onboarding and offboarding, system access permissions (Google, Slack, distribution lists), and organizational charts.
• Handle routine workflows and contract management, including organizing and tracking documents in tools such as Ironclad.
• Act as the primary technical liaison for executive IT needs, coordinating hardware and software requests, resolving basic access issues, and interfacing with IT support.
• Support the execution and communication of cross-functional updates while ensuring key strategic deadlines are achieved.
• Leverage AI-driven tools such as Gemini and Claude to streamline administrative workflows, automate routine deliverables, and support team productivity.

Required Qualifications

• 6+ years of relevant work experience, with 3+ years of direct experience as an executive administrative assistant or executive business partner.
• Proven adaptability and a strong willingness to learn new technologies, including emerging AI tools and platforms.
• Availability to work across various time zones and occasionally work non-traditional hours as needed.

Preferred Qualifications

• In-depth understanding of executive team operations and corporate dynamics.
• Advanced ability to manage complex calendars and negotiate scheduling across multiple executives.
• Exceptional verbal and written communication skills with strong presentation formatting capabilities.
• Strong organizational, problem-solving, and time-management skills with meticulous attention to detail.
• Demonstrated discretion while handling highly confidential, sensitive information.
• Hands-on experience with Google Workspace, Navan, Expensify, UKG, and AI tools (preferably Claude).
• Experience utilizing AI-powered tools to streamline administrative tasks and improve productivity.

Work Environment and Physical Demands

• Prolonged periods of sitting.
• Extensive use of computers and keyboards.
• Occasional walking and lifting may be required.
• Availability to work across various time zones and non-traditional working hours on occasion, as needed.

Compensation and Benefits

• Health, dental, and vision insurance
• Paid time off, paid volunteer days, and paid holidays
• Paid parental leave
• Paid sabbatical program
• 401(k) retirement plan with employer match
• Stock options
• Educational assistance and professional reimbursement programs

Equal Opportunity Employer

Employment policies and decisions are based on merit, qualifications, performance, and business needs. All qualified candidates will receive consideration for employment without regard to age, race, color, national origin, gender (including pregnancy, childbirth, or related medical conditions), gender identity or expression, religion, physical or mental disability, medical condition, legally protected genetic information, marital status, veteran status, or sexual orientation.