Manager, Executive Assistants (People)

United States Digital Space LLC; United States; Hybrid; USD 90,000 - 140,000; Full time

Benefits offered by this job

Weekly lunch stipend

Health and dental benefits

RRSP matching and 401K/Pension

Parental Leave top-up

Enrichment benefits

Education stipend

Vacation and travel budgets

Home office stipend

Office-offsite and coworking support

Job summary

United States Digital Space LLC is seeking an experienced Executive Assistant to support the SVP of People and lead a global EA team. You will coordinate calendars, travel, and strategic initiatives, while ensuring confidentiality and efficient operations across departments.

Ideal candidates have 7+ years in executive support, 2+ years leading an admin team, and excellent communication with C-level stakeholders.

Qualifications

• 7+ years of experience working as an Executive Assistant or equivalent experience.
• 2+ years of experience managing a high performing Admin team.
• Strong proactive mindset and anticipation of others needs.
• Experience partnering with senior leaders in a fast-paced, innovative environment.
• Strong written and verbal communication with C-level stakeholders.
• Discretion, tact and professionalism in confidential matters.
• Detail-oriented, organized, and able to handle tight deadlines.

Responsibilities

• Manage day-to-day schedule for the SVP of People, including calendaring and meetings to ensure a balanced workday.
• Coordinate internal and external meetings and assist with documentation as needed.
• Oversee travel arrangements and logistics for leadership, including flights, accommodations, and expenses.
• Act as strategic partner to executive, driving cross-functional initiatives for productivity.
• Collaborate with department leads to drive planning, priorities, and executive productivity.
• Lead and develop part of the EA team, including 1:1s and performance management.
• Promote collaboration and efficiency across departments within the EA team.
• Identify new ways to add value and optimize operations and processes.

Skills

Executive support

Calendar management

Travel logistics

Cross-functional collaboration

Stakeholder communication

People management

Tools

Slack

Google Calendar

Google Sheets

Google Slides

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?

The Admin team at the company is looking for an Executive Assistant to support the company's SVP of People, and to manage some of our global EA team.

In this dynamic and collaborative role, you will thrive in a fast-paced environment, working cross-functionally to provide high-value support. You will manage executive calendars, coordinate travel arrangements, enhance team cohesion through various initiatives, and take on diverse projects. Additionally, you will be responsible for managing a high performing team of EAs across the company.

We are seeking someone who is eager to dive into the challenges and opportunities that come with supporting our executive team. If you have a passion for providing seamless administrative support and contributing to a high-performing organization, this role is ideal for you.

In this role, you will:

• Manage the day-to-day schedule for our SVP of People, including calendaring, booking meetings (internal and external) and other commitments to ensure a balanced and efficient workday
• Coordinate internal and external meetings (think 1:1s, board meetings, partner meetings) and assist with documentation that may be required in conjunction with meetings
• Oversee travel arrangements and logistics for our leadership team, including booking flights and accommodations, schedule, and expense reconciliation
• Serve as a strategic partner to your executive, orchestrating cross-functional initiatives to drive executive productivity and effectiveness
• Work directly with your executive’s department leads to drive strategic planning, manage priorities, and maximize your executive’s productivity
• Manage the day to day operations of part of the EA team, including 1:1s, performance management, and career development
• Manage the broader EA team to promote collaboration, communication, and efficiency across departments
• 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!
• Take on special projects like coordinating team events or community-building activities
• Communicate effectively with internal and external stakeholders while maintaining a strict level of confidentiality

You may be a good fit if you have:

• 7+ years of experience working as an Executive Assistant or equivalent experience
• 2+ years of experience managing a high performing Admin team
• You anticipate others needs and can work proactively to address them
• Previous experience partnering with senior leaders in a fast-paced, innovative environment
• You are a strong communicator, both written and verbal - and feel comfortable speaking to C-level stakeholders.
• You are highly self-motivated and exercise discretion, tact, and professionalism
• You’re detail-oriented, love staying organized, and stay cool under tight deadlines
• Experience with tools like Slack, Google Calendar, Google Sheets, Google Slides
• You enjoy a balance of collaborative and independent work.
• Experience creating and maintaining positive working relationships with internal and external stakeholders.

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.
• Annual enrichment benefits: Arts & culture, fitness/wellness, quality time, and a workspace improvement credit.
• Education & learning stipend for conferences, courses, and coaching.
• 6 weeks of paid vacation (30 working days!)
• Budget for traveling to other offices if you are remote, plus an annual company offsite.
• Everyone receives a $500 home office stipend to set up your workspace properly.

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.