Executive Assistant (Communications & Marketing)

United States Digital Space LLC; United States; Hybrid; USD 70,000 - 100,000; Full time

Benefits offered by this job

Weekly lunch stipend

Health and dental benefits

RRSP matching

Parental leave 100%

6 weeks vacation

Annual company offsite

Home office stipend

Job summary

United States Digital Space LLC seeks an Executive Assistant to support our leadership team across Toronto, New York, and beyond. You will manage complex calendars, coordinate internal and external meetings, and arrange travel while maintaining strict confidentiality.

We value proactive contributors who can streamline operations and drive productivity in a fast-paced, collaborative environment. This role supports the Comms and Marketing leadership teams and offers flexible, remote-friendly work

Qualifications

• 3–7 years of experience as an Executive/Administrative Assistant or equivalent.
• Experience partnering with senior leaders in fast-paced, growing environments.
• Experience managing multiple calendars with flexibility and prioritization.

Responsibilities

• Manage day-to-day schedules for Comms and Marketing leadership, including calendaring and meetings.
• Coordinate internal and external meetings (1:1s, partner meetings) and assist with documentation.
• Arrange international/domestic travel and logistics for leadership, including flights, accommodations, scheduling, and expense reconciliation.
• Identify value-added tasks to improve productivity and optimize operations and processes.

Skills

Calendar management

Travel coordination

Proactive task handling

Confidentiality

Job description

Who are we?

the company is the leading security-first enterprise AI company. We build cutting-edge foundation AI models and end-to-end products that are designed to solve real-world business problems.

We're training and deploying frontier models for enterprises who are building AI systems. We believe that our work is instrumental to the widespread adoption of AI and we are looking for folks that want to be part of that.

We obsess over what we build. Each one of us is responsible for contributing to increasing the capabilities of our models and the value they drive for our customers. the company is a team of researchers, engineers, designers, and more, who are all passionate about their craft.

We are a global technology company headquartered in Toronto with key offices in London, New York City, San Francisco, Montreal, Paris, Berlin and Seoul. Join us!

Why this role?

We are looking for a solutions-driven, detail-oriented, organized Executive Assistant to support our leadership team in Toronto, New York and beyond. Reporting to the EA Manager, this person will have the opportunity to work cross-functionally and provide high value and impact to the leadership team of the Comms and Marketing Teams and the company as a whole. If you are someone that thrives in a dynamic, collaborative, and fast-paced environment and are interested in joining a company that is in growth mode, we'd be delighted to hear from you!

Please Note: We are looking for candidates based in the Eastern timezone (Toronto/New York etc)

As an Executive Assistant, you will:

• Manage the day-to-day schedules for our Comms and Marketing leadership team, including calendaring, booking meetings and other commitments (where necessary) to ensure a balanced and efficient workday
• Coordinate internal and external meetings (think 1:1s, partner meetings) and assist with documentation that may be required in conjunction with meetings
• Arrange international/domestic travel and logistics for our leadership team, including booking flights and accommodations, scheduling, and expense reconciliation
• Work to identify new ways to add value and proactively take on tasks that can help our leadership team be more productive. We're looking for someone who loves to optimize operations and processes and is equally excited to share their ideas with our team!
• Be willing to take on special projects like supporting team events, off sites or community-building activities
• Communicate effectively with internal and external stakeholders while maintaining a strict level of confidentiality
• Create and maintain internal documentation, share knowledge, and also work on formatting communications for the leadership team

You may be a good fit if you:

• Have 3 - 7 years of experience working as an Executive Assistant, Administrative Assistant, or equivalent experience
• Anticipate others’ needs and can work proactively to address them
• Have previous experience partnering with senior leaders in a fast-paced, growing, innovative environment
• Have experience managing multiple calendars, demonstrating flexibility and problem-solving abilities to adjust or prioritize schedules

Full-Time Employees at the company enjoy these Perks:

• A weekly lunch stipend of $75/£75 or equivalent in your local currency for lunch.
• Full health and dental benefits, including a separate budget for mental health.
• RRSP matching, 401K, Pension Scheme.
• 100% Parental Leave top-up for up to 6 months, for either parent.
• 6 weeks of paid vacation (30 working days!)
• Budget for traveling to other offices if you are remote, plus an annual company offsite.

Annual enrichment benefits:

Arts & culture, fitness/wellness, quality time, and a workspace improvement credit.

Education & learning stipend for conferences, courses, and coaching.

How and Where We Work:

• the company is remote-friendly, but we also have offices in Toronto, London, New York City, San Francisco, Montreal, Paris, Berlin and Seoul with more opening soon.
• For those in the office: a daily lunch program, plenty of snacks, and regular community and social events.
• For those not near an office: a co-working benefit so you can work alongside others in your city.
• Everyone receives a $500 home office stipend to set up your workspace properly.

We strive to create an inclusive work environment for all; we welcome applicants from all backgrounds and are committed to providing equal opportunities. Should you require any accommodations during the recruitment process, please submit an Accommodations Request Form, and we will work together to meet your needs.

We may use AI-enabled tools to screen and assess applicants against the criteria for this position. This helps our recruiters identify potentially qualified candidates, but it doesn't limit the applications our recruiters may review or consider.