Executive Assistant to COO — Remote, GTM Ops Support

Higher Ground Labs; Austin (TX); Hybrid; USD 75,000 - 95,000; Full time

Benefits offered by this job

Medical, Vision, & Dental Insurance

401(k) plan

Employee Stock Options

Flexible Time Off & Paid Company Hours

Flexible Spending Account

Job summary

Civitech, a remote-first public benefit company, is hiring an Executive Support professional to partner with the COO and GTM leaders. The role focuses on calendar management, meeting prep, and ensuring smooth operations across leadership forums.

You will protect focus time, track decisions, and help improve operating rhythms while thriving in a fast-paced, remote environment. We welcome applicants with strong communication, discretion, and cross-functional collaboration.

Qualifications

• 3–9 years of relevant experience supporting an executive, senior leadership team, or complex cross-functional organization.
• Ability to independently manage and prioritize a high-volume daily workload with minimal supervision, consistently delivering reliable, high-quality work.
• Sound judgment about when to resolve an issue independently, when to involve the appropriate owner, and when to elevate a blocker or sensitive issue.
• Excellent written and verbal communication skills, including clearly communicating progress, risks, and status and maintaining useful documentation of processes, decisions, and work in progress.
• Confidence working with senior leaders and respectfully pushing back, asking clarifying questions, and reinforcing agreed-upon expectations.

Responsibilities

• Manage the COO’s calendar and inbox with a strong understanding of priorities and where their attention is most valuable.
• Triage messages, surface priorities, help draft or coordinate responses, and track follow-up so important items do not fall through the cracks.
• Coordinate scheduling, meeting preparation, follow-ups, and day-to-day administrative needs while helping the COO stay ahead of commitments, deadlines, decisions, and unresolved items.
• Monitor key internal Slack conversations for questions, decisions, or issues that do not yet have a clear owner or resolution; route them to the right person, track follow-up, and help close the loop.
• Own preparation and coordination for recurring meetings within the COO’s scope, including GTM operating rhythms and company-wide leadership meetings: develop agendas with meeting owners, solicit agenda items and inputs, circulate agendas and materials in advance, monitor participation, and follow up on gaps, decisions, and action items.
• Apply and reinforce established meeting practices across the meetings and operating rhythms this role supports, including clear purpose, appropriate attendees, agendas, and expected outcomes; flag gaps and recommend improvements when existing practices are not working.
• Identify overlapping, duplicative, or newly created meetings and recommend when work could be combined, eliminated, or redirected into an existing meeting, workflow, or communication channel.
• Protect focus time for the COO and GTM leaders and help reduce unnecessary calendar fragmentation across the team.
• Capture key decisions, action items, owners, and follow-ups and route questions, updates, and decisions into the appropriate established channels and systems.
• Identify recurring friction, communication gaps, or inefficient patterns and partner with GTM leaders to continuously improve operating rhythms without creating unnecessary process or bureaucracy.

Skills

Executive support

Calendar management

Communication

Remote collaboration

Discretion

Project coordination

Tools

Google Workspace

Slack

Asana

Job description

Civitech, a remote-first public benefit company, is hiring an Executive Support professional to partner with the COO and GTM leaders. The role focuses on calendar management, meeting prep, and ensuring smooth operations across leadership forums.

You will protect focus time, track decisions, and help improve operating rhythms while thriving in a fast-paced, remote environment. We welcome applicants with strong communication, discretion, and cross-functional collaboration.