Executive Assistant

Swooped; United States; Remote; USD 65,000 - 85,000; Full time

Job summary

Swooped, a leading global independent marketing services company, is seeking an Executive Assistant to support the Chief Operating Officer. The ideal candidate will thrive in a fast-paced environment, assisting in the coordination of schedules and critical initiatives, while managing communications and sensitive information with discretion. This role involves collaboration across departments and requires strong organizational skills to bring order and clarity to the COO's operations.

Benefits

Professional Development programs

Generous paid time off

Paid parental leave

401(k) matching program

Fertility benefits

Pet Insurance

Lifestyle Spending Accounts

Annual bonus eligibility

Volunteering opportunities

AI Enterprise training sessions

Qualifications

• 3+ years of experience in executive support or administrative coordination.
• Proven ability to manage complex calendars and shifting priorities.
• Strong experience coordinating travel, including managing itineraries.

Responsibilities

• Manage a dynamic calendar for the COO and prioritize meetings.
• Coordinate complex travel arrangements and create itineraries.
• Prepare meeting materials and ensure follow-ups.

Skills

Organizational skills

Communication skills

Attention to detail

Time management

Proactivity

Education

Bachelor's degree or equivalent work experience

Tools

Google Workspace

Airtable

Job description

1 day ago Be among the first 25 applicants

Recognized as an Ad Age Best Places to Work for 9 years running and a Fast Company Best Workplaces for Innovators since 2022, the company is a global independent marketing services and technology company that seeks to inspire people and brands that anything is possible. Driven by shared success, the company utilizes business strategy and transformation, creative, media, and insights—as well as its proprietary marketing intelligence platform—to deliver cutting-edge digital solutions and innovative media strategies. The team comprises over 900 employees globally, and their work for ambitious brands spans 85+ countries.

Who You’ll Be Working With

As Executive Assistant to the Chief Operating Officer, you’ll work closely with a thoughtful and dynamic leader who values partnership, clarity, and momentum. You’ll be a trusted extension of the COO’s office—helping coordinate schedules, manage day-to-day logistics, and ensure key priorities stay on track.1

Your work will span multiple departments, giving you visibility into the broader business and the chance to collaborate with a wide range of people, from functional leaders and executive teammates to project managers and department coordinators. You’ll also partner closely with the People & Culture, Operations, and Communications teams to support high-level initiatives, leadership meetings, and internal events.

This role is a great fit for someone who thrives behind the scenes—someone who loves creating order out of chaos, spotting what needs to be done, and helping a fast-moving executive stay grounded, prepared, and focused. As the Executive Assistant, you’ll play an essential role in making sure big ideas can move forward with care, coordination, and calm.

What You Will Do

• Manage a dynamic and often-changing calendar for the Chief Operating Officer, helping prioritize meetings and maintain focus on key initiatives.
• Coordinate complex travel arrangements, including booking flights, accommodations, and creating clear itineraries that make travel days feel seamless.
• Prepare meeting materials, set agendas, and take thoughtful notes, ensuring follow-ups and next steps are clear and actionable.
• Monitor the progress of strategic initiatives and help keep the COO informed of timelines, deliverables, and outstanding items.
• Serve as a connector between the COO’s office and internal teams, helping coordinate communication and keep collaboration running smoothly.
• Support internal communications by drafting updates or gathering talking points for meetings and cross-functional updates.
• Help plan and coordinate occasional leadership meetings, offsites, or internal events, balancing logistics with a thoughtful eye for experience.
• Handle sensitive information with care, professionalism, and discretion—building trust and upholding confidentiality in everything you do.
• Be a calm, steady presence in a fast-moving environment—bringing clarity, care, and organization to every interaction.

What you will Bring:

• 3+ years of experience in executive support or administrative coordination, with a bachelor’s degree or equivalent work experience.
• Proven ability to manage complex calendars and shifting priorities, while staying organized, proactive, and attentive to detail.
• Strong experience coordinating travel, including multi-stop itineraries and last-minute changes across time zones.
• Comfortable preparing meeting agendas, capturing key takeaways, and following through on action items to keep projects moving forward.
• Skilled at tracking timelines, deliverables, and communications across multiple initiatives with discretion and clarity.
• Proficiency in Google Workspace and comfort using tools like Airtable or similar platforms to support project visibility and team alignment.
• Ability to communicate clearly and professionally across teams and with senior leadership, while managing sensitive information with integrity.
• A commitment to curiosity and adaptability as a Continual Learner, staying at the forefront of media innovation while prioritizing client success with a Customer-Focused mindset that seeks opportunities to deliver meaningful value.
• A dedication to People-Focused leadership, fostering collaboration, innovation, and professional growth by leading by example and nurturing strong relationships that empower others to excel.

What Is Offered

• Professional Development: Take advantage of learning and development programs, mentorship opportunities, and career advancement support.
• Generous PTO: Benefit from a generous paid time off policy to recharge and spend time with loved ones.
• Parental Leave: Paid parental leave is provided to support your family during important life events.
• Retirement Plans: Plan for your future with a competitive 401(k) matching program.
• Fertility and Family Support: Access fertility benefits for all team members and their spouses.
• Pet Insurance: Protect your pet's health and your finances.
• Lifestyle Spending Accounts: Enjoy 100% company-funded accounts to promote healthy habits and well-being.
• Annual Bonus: All employees are eligible for an annual bonus.
• Volunteering Opportunities: Receive hours to volunteer in your local communities.
• AI Enterprise License: Access AI Enterprise accounts and participate in weekly AI training sessions to empower and ensure AI safety.

Note:

“We are not the EOR (Employer of Record) for this position. Our role in this specific opportunity is to connect outstanding candidates with a top-tier employer. Swooped helps candidates around the world to discover and stay focused on the jobs they want until they can complete a full application in the hiring company career page/ATS.”

Seniority level

• Seniority level

  Associate

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative and General Business

• Industries

  Computer and Network Security and Technology, Information and Media

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