Remote Executive Assistant for Engineering Leadership

Swooped; United States; Remote; USD 101,000 - 165,000; Full time

Benefits offered by this job

Equity rewards

Employee stock purchase plan

Wellness stipend

Technology stipend

Vacation and holidays

Job summary

Swooped seeks an Administrative Assistant IV to support senior engineering leadership. Based in the United States, this full-time, remote role partners with executives, collaborates with the leadership support team, and helps ensure leadership time and priorities are managed efficiently.

You will manage calendars across multiple time zones, coordinate meetings, handle travel and expense reporting via Navan, and contribute to budgeting and presentations using Google Suite and Microsoft Office.

Qualifications

• 2–4 years of relevant administrative experience.
• Thrives in a fast-paced, high-growth environment.
• Ability to work independently and with diverse teams.
• Proficient with Google Suite, Microsoft Office, Navan and Zoom.
• Demonstrates professionalism, confidentiality and strong work ethic.
• Able to navigate conflict and provide diplomatic feedback.
• Capable of aligning requests with executive and business priorities.

Responsibilities

• Provide dedicated administrative support to senior engineering executives.
• Manage executive calendars across time zones and protect focus time.
• Coordinate meeting logistics, agendas, slides, and pre-meeting comms.
• Attend meetings to manage Zoom, capture actions, and follow-ups.
• Lead event coordination for team operations and offsite/onsite meetings.
• Collaborate with admin peers to align priorities across functions.
• Support organizational operations with the leadership team.
• Handle expense reporting and travel via Navan; create docs in Google/Microsoft Office; assist with basic budget reconciliation.
• Apply AI tools to improve productivity and workflows.

Skills

Administrative experience

Calendar management

Cross-functional collaboration

Google Suite

Microsoft Office

Navan

Zoom

Budget reconciliation

Travel coordination

Confidentiality

Communication

Tools

Navan

Zoom

Google Suite

Microsoft Office

Job description

Swooped seeks an Administrative Assistant IV to support senior engineering leadership. Based in the United States, this full-time, remote role partners with executives, collaborates with the leadership support team, and helps ensure leadership time and priorities are managed efficiently.

You will manage calendars across multiple time zones, coordinate meetings, handle travel and expense reporting via Navan, and contribute to budgeting and presentations using Google Suite and Microsoft Office.