Executive Assistant to the CEO

Collectively; San Francisco (CA); Remote; USD 98,000 - 118,000; Full time

Benefits offered by this job

Medical, Dental & Vision

401k Matching

Monthly Work From Home Stipend

Remote-First

Flex Fridays

Birthday Time Off

Job summary

Collectively, part of the Brandtech Group, is seeking an Executive Assistant to work closely with the CEO in San Francisco. This remote-first role involves managing the CEO’s calendar, inbox, and travel, preparing for meetings, and coordinating with the leadership team.

The position offers regular in-person collaboration and the opportunity to expand responsibilities over time. You’ll support strategic meetings, travel logistics, and internal communications while maintaining discretion and

Qualifications

• 5+ years supporting a C-suite executive or founder in a fast-paced environment.
• Clear, polished writing and ability to write in someone else’s voice.
• Based in San Francisco and available for regular in-person collaboration.

Responsibilities

• Manage the CEO’s calendar end to end, balancing internal, client, and personal commitments.
• Prepare briefs and agendas ahead of key meetings; join meetings to capture decisions and actions.
• Plan and coordinate travel with efficient itineraries; travel with the CEO for key meetings or events.
• Coordinate in-person team days and meetings in San Francisco; support select projects on the CEO’s behalf.
• Triage the CEO’s inbox and draft scheduling communications; handle confidential information with discretion.
• Coordinate leadership meetings and ensure timely reporting and agenda items.

Skills

Executive support

Calendar management

Communication

Travel coordination

Discretion

Project management

Tools

Slack

Google Workspace

AI-enabled note-taking

Zoom

Job description

About Collectively:

Collectively - part of the Brandtech Group (formerly You & Mr. Jones) - is the global leader in influencer marketing; combining strategy, creative, and technology to deliver the most innovative influencer work. We partner with forward-thinking brands in technology, fashion, retail, gaming, entertainment, consumer goods, and more to build deeply integrated social activation strategies that drive relevance, awareness, and sales. Our work has been recognized by top publications including The Wall Street Journal, Fast Company, Digiday, AdAge, and Business INSIDER, among others. We’ve also earned Effie, Webby, Glossy, IMA Fast Company, and OMMA awards for our programs.

Collectively is known across the industry as the partner who delivers the most creative, strategic, and effective programs, with the most sophisticated analysis and paid social offerings. But most importantly, we’re known to be genuinely committed partners to our clients, many of whom have worked with us for multiple years. We aspire to continue to provide an excellent workplace for our teams while delivering the industry’s most ambitious and thoughtful influencer collaborations.

About the Role

We’re hiring an Executive Assistant to work closely with the CEO. The CEO works with clients, our leadership team, and the Brandtech, and this role helps keep all of that organized and moving.

Day to day, you’ll manage the CEO’s calendar, inbox, and travel. You’ll prepare them for important meetings, track decisions, and follow up so the CEO stays ahead of priorities. Each week, there will be an opportunity either virtually or in person in San Francisco to collaborate on what’s ahead and adjust priorities as they change.

As you develop a deeper understanding of the business, you will have the opportunity to take on an expanded scope, and the role will evolve over time. That includes supporting the Senior Leadership Team, Brandtech meetings, internal communications, and managing select projects on the CEO’s behalf.

The role is based in San Francisco and is remote-first, with regular in-person collaboration.

Responsibilities

Strategic time and calendar management

• Manage the CEO’s calendar end to end, balancing internal, client, and personal commitments


• Design a daily and weekly rhythm that tackles priorities, protects deep-work blocks and solves bottlenecks


• Evaluate meeting requests and decline, delegate, or shorten where time is better spent elsewhere


• Resolve conflicts proactively and reschedules on the fly when priorities shift

Meeting preparation and follow-through

• Prepare concise briefs and agendas ahead of key meetings


• Join key meetings to capture decisions and action items, and follow up so nothing stalls


• Run a weekly planning session with the CEO to review the week ahead and adjust priorities

Travel and logistics

• Plan and book travel with efficient, well-timed itineraries


• Travel with the CEO when needed for key meetings or events


• Coordinate in-person team days and meetings in San Francisco


• Handle logistics for client dinners, pitches, gifting, and industry conferences

Communication and discretion

• Triage the CEO’s inbox and flag what needs their attention


• Draft routine correspondence and scheduling communications on the CEO’s behalf


• Handle confidential and personal information with complete discretion

Leadership and Staff Meetings

• Coordinate meetings with Brandtech leadership and help prepare materials in advance.


• Keep track of deadlines for recurring reporting the CEO owes to Brandtech.


• Contribute to the All Staff weekly meeting and Quarterly staff meeting by ensuring the CEO raises topics on a cyclical basis.

Administration

• Handle the CEO’s expense reports, subscriptions, and vendor coordination


• Support select personal logistics such as routinely discussing and acknowledging key milestones across her leadership team through gifting or other thoughtful gestures.

What success looks like

• First 30 days: you fully own the CEO’s calendar and inbox and know the key people they work with most, both inside Collectively and across our clients and Brandtech.


• First 90 days: a consistent weekly rhythm is in place, and the CEO has reclaimed meaningful focus time each week.


• Ongoing: you anticipate scheduling needs before they arise, can contribute to key strategy projects, and you keep the CEO’s time aligned with their top priorities.

Qualifications

Required

• 5+ years supporting a C-suite executive or founder in a fast-paced environment


• Expert calendar management, with sharp judgment on how to prioritize competing demands


• Based in San Francisco and available for regular in-person collaboration


• Comfortable traveling when needed


• Ability to think ahead and catch scheduling issues or preparation gaps before they arise


• Clear, polished writing, including the ability to write in someone else’s voice


• Strong project management skills, with experience keeping multiple stakeholders on track


• Comfort with frequent change, and the ability to adjust and proactively respond with solutions


• Proven discretion with confidential information


• Advanced proficiency in Slack, Google Workspace, AI-enabled note-taking tools, and Zoom

Nice to have

• Experience supporting an executive in an agency or creator-economy business


• Experience working with a parent company or board


• Familiarity with time-blocking or productivity frameworks


• Flexibility for occasional early or late calls across time zone

Benefits & Team Member Experience

• Medical, Dental & Vision


• 401k Matching


• Monthly Work From Home Stipend


• Remote-First


• Flex Fridays


• Step Up Recognition Program


• Collectively Employee Resource Groups (ERGs)


• Virtual & In-Person Events


• Generous Allotment of Sick Days


• Birthday Time Off

Pay

The pay for this range is $98,000-$118,000. Collectively, these factors offer a wide range of considerations in compensation decisions, including skill set, experience, and training.. Collectively takes into consideration a wide range of factors that are utilized in making compensation decisions including, but not limited to, skill sets, experience and training, qualifications and education, and other business and organizational needs.