Executive Assistant to CEO - AI-Driven, Hybrid Role

Ontra; United States; Hybrid; USD 95,000 - 150,000; Full time

Benefits offered by this job

Remote-first working policy

Offsite team events

Paid time off

Parental leave

Retirement contributions

Phone/internet reimbursement

Learning and development resources

Medical/dental/vision insurance

Job summary

Ontra is seeking an Executive Assistant to support our CEO. This role reports to the Manager, Executive Operations and requires managing a fast-moving executive calendar, coordinating complex domestic and international travel, and serving as a trusted liaison with key stakeholders while handling confidential information with discretion and polish.

You will leverage AI tools to streamline recurring work, manage personal priorities, and assist with vendor coordination.

Qualifications

• 4+ years supporting C-suite executives in an administrative role.
• Proficiency with administrative software and processes, especially Google Suite.
• Willingness to commute to 92625 frequently and access to reliable transportation.
• Strong commitment to confidentiality and discretion in handling sensitive information.
• Ability to anticipate problems and solve them with minimal guidance.

Responsibilities

• Own the CEO's calendar, schedule meetings, resolve conflicts, and prep materials.
• Coordinate domestic and international travel arrangements, hotels, and logistics.
• Handle day-to-day admin tasks to free up executive capacity.
• Manage personal projects for the CEO, including home and vehicle needs.
• Nurture relationships and act as a primary contact with internal/external stakeholders.
• Handle correspondence, emails, and calls with appropriate follow-up.
• Prioritize requests and delegate where appropriate to maintain efficiency.
• Conduct research and prepare reports or presentations as required.
• Leverage AI tools to streamline inbox triage, travel itineraries, and prep.
• Maintain confidentiality and provide team coverage for other executives.

Skills

C-suite support

Calendar management

Travel planning

Discretion & confidentiality

Communications

Tools

Google Workspace

Gmail

Google Calendar

Google Sheets

Job description

Ontra is seeking an Executive Assistant to support our CEO. This role reports to the Manager, Executive Operations and requires managing a fast-moving executive calendar, coordinating complex domestic and international travel, and serving as a trusted liaison with key stakeholders while handling confidential information with discretion and polish.

You will leverage AI tools to streamline recurring work, manage personal priorities, and assist with vendor coordination.