Executive Assistant

Aledade; United States; Remote; USD 70,000 - 100,000; Full time

Benefits offered by this job

Remote-first work environment

Multiple office locations: Bethesda,MD

168 PTO hours in first year

Parental leave 12 weeks

Medical/Dental/Vision plans

401(k) with up to 4% match

Stock options

Sabbatical after six years

Job summary

Aledade is seeking an Executive Assistant to partner with 3-4 senior leaders (SVPs+) and act as a strategic executive business partner. This role goes beyond traditional administrative tasks to optimize executive efficacy, mitigate operational risks, and streamline cross-functional workflows in a fast-paced environment.

You will own complex calendars, manage travel, draft strategic communications, triage inboxes, coordinate virtual and in-person meetings, and serve as a trusted gatekeeper and

Qualifications

• 6+ years of relevant work experience
• 3+ years of direct experience as an executive administrative assistant or executive business partner
• Advanced calendar management and scheduling across multiple executives
• Strong written and verbal communication and presentation formatting

Responsibilities

• Own and strategically manage complex executive calendars
• Coordinate travel arrangements and meetings (virtual and in-person)
• Draft, edit, and consolidate executive communications and memos
• Triage emails and Slack, prioritize time-sensitive matters
• Support onboarding/offboarding and access management
• Act as a liaison with IT and finance tools (Expensify, travel systems)
• Leverage AI tools to streamline administrative workflows and productivity

Skills

Calendar management

Meeting logistics

Travel planning

Executive communication

Stakeholder management

Discretion

Cross-functional coordination

AI tooling

Adaptability

Tools

Google Workspace

Navan

Expensify

UKG

Claude

Gemini

Job description

• The Executive Assistant (EA) serves as a strategic executive business partner supporting 3-4 assigned senior leadership members (SVPs+)
• Moving beyond traditional administrative support, the EA leverages organizational insight to optimize executive efficacy, proactively mitigate operational risks, and streamline cross-functional workflows
• Operating in a fast-paced environment, this role acts as a trusted gatekeeper and operational liaison, ensuring leadership focus remains strictly aligned with company priorities
• Strategic Calendar & Time Architecture:
• Own and strategically manage complex executive calendars, acting as the ultimate optimizer, gatekeeper, and time manager
• Proactively identify and resolve scheduling conflicts for high-volume, multi-stakeholder meetings; educate internal parties on proper engagement protocols
• Execute coordinated vetting processes for offsite events, internal retreats, and external gathering requests to ensure executive alignment with corporate priorities
• Executive Meeting Management:
• Serve as the expert for virtual (Google Meet/Zoom) and internal/external in-person executive meetings, owning end-to-end logistics, travel integration, and room coordination
• Manage the full meeting lifecycle — developing agendas, distributing pre-reads, attending key staff meetings, capturing minutes, and driving action-item follow-ups along with the executives
• Support high-stakes engagements, which may include board meetings, speaking engagements or team staff meetings by managing materials and execution
• Communications & Inbox Triage:
• Manage and triage large influxes of executive email and departmental Slack correspondence; independently filter, prioritize, flag time-sensitive matters, and draft strategic responses
• Draft, edit, and consolidate executive communications, newsletters, presentations, and formal memos
• Act as a primary point of contact for internal departments and key external stakeholders, independently resolving inquiries or escalating appropriately
• Operational, Financial, & Travel Management:
• Provide comprehensive travel management, leveraging third-party travel systems to book complex travel itineraries
• Act as an expense delegate in Expensify; and serve as an approval proxy for direct reports
• Own or assist with team-wide operations including onboarding/offboarding coordination, access permissions (Google, Slack, distribution lists), organizational charts, PTO approval proxy duties
• Handle routine workflows and contract management, including organizing and tracking documents in tools like Ironclad to keep leadership operations running smoothly
• Technology Partnership & AI Integration:
• Tech Support Liaison: Act as the primary point of contact for the executive’s technical needs, including coordinating hardware/software requests, resolving basic access issues, and serving as the bridge to IT support to ensure smooth daily operations
• Support the execution and communication of cross-functional updates while ensuring key strategic deadlines are achieved
• Leverage AI-driven tools (e.g., Gemini, Claude) to streamline administrative workflows, automate routine deliverables, and scale team productivity

Benefits

• Remote-first working environment and flexible work schedules
• Three office locations you can visit/work from as desired: Bethesda, MD (headquarters), Novi, MI, Durham, NC and Austin, TX
• 168 PTO hours (21 days!) in your first year
• 12 weeks paid parental leave for all new parents
• Generous nationwide PPO medical, dental and vision plans
• 401(k) with up to 4% match
• Company stock options
• Fully paid six-week sabbatical following each six-year period of continuous employment

• Proven adaptability and a strong willingness to learn new technologies, including emerging AI tools and platforms
• Available to work across various time zones and/or non-traditional working hours on occasion, as needed
• 6+ years of relevant work experience, with 3+ years of direct experience as an executive administrative assistant or executive business partner
• 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
• Hands-on experience with Google Workspace, AI tools (preferably Claude), Navan, Expensify, and UKG
• Exercise strong discretion while handling highly confidential, sensitive information
• Experience utilizing AI-powered tools to streamline administrative tasks and improve team-wide productivity