Homeoffice Executive Assistant (Temporary)

Swooped · United States Of America · Remote

About the job

About Our Client

A remote-first organization with employees across Europe, APAC, and the Americas simplifies the lives of developers creating world-changing applications. After securing Series C funding of $105M in March 2022, the company continues to experience exponential revenue growth. Join for an exciting journey!


The role is seeking a US-based Executive Assistant for a 6-month contract to ensure the Executive Teams operate smoothly at all support levels.


The background of candidates should demonstrate diverse experience in delivering high-level administrative support, including managing calendars in dynamic environments, planning events, and providing coverage when team members are unavailable. A strong emphasis on uniformity and processes is essential as the company scales rapidly.


Responsibilities

- Manage multiple, high-level, ever-changing calendars across Pacific and European time zones.


- Exhibit exceptional travel booking and troubleshooting skills, being on-call when an assigned executive team member is traveling.


- Liaise and schedule meetings with internal and external stakeholders, including employees, strategic partners, media, and customers.


- Collaborate cross-functionally with other team members.


- Provide backup support for any administrative team member who may be out due to PTO, including the EA to the CEO.


- Maintain a flawless track record when handling confidential information.


- Assist with the onboarding process for new executive hires, collaborating closely with executives, IT, and HR to ensure new hires are set up for success. Act as a “new hire buddy” and go-to resource.


- Organize conferences, meetings, team offsites, etc., both virtual and onsite when necessary. Be available to start early or stay late as needed (e.g., for company events or travel delays).


- Perform other duties as assigned.


Qualifications

- 5+ years of experience providing executive administrative support to multiple VP levels and above across various functions and time zones.

- High level of discretion and integrity.

- Excellent oral and written communication skills, demonstrating a high degree of diplomacy.

- Previous experience with Google Suite, specifically Gmail, Google Calendar, G-docs, and G-sheets, in a work environment.

- Strong calendaring skills using Google Calendar.

- Experience collaborating with other executive assistants in a high-functioning, fast-paced environment.

- Ability to anticipate the needs of the executive team.

- Demonstrated ability to book domestic and international travel (Navan experience preferred but not required).

- Capacity to prioritize, focus, and organize your workload each day.

- Familiarity with audio-visual conferencing/event tools such as Zoom and Navan for travel booking needs.

- Familiarity with instant business messaging app, Slack.

- Proficient multi-tasker (email, Slack, calendaring, project management, etc.).

- Ability to plan internal and external offsites and travel as necessary.

- Methodical and effective approach to projects and deadlines, with proactive communication regarding progress.

- Strong time management skills.

- Self-motivated with the ability to work collaboratively and independently.

- Eager to share knowledge and build awareness; teamwork-driven.


Perks (for Full-Time Employees)

- Freedom and flexibility; fit work around life.

- Home office setup; ensuring comfort while working.

- 16 weeks of paid parental leave.

- Technology stipend equivalent to $100 net/month.

- PTO plan encouraging time for personal pursuits.

- Quarterly company-wide hackathons.

- Training stipend for conferences, courses, and classes.

- Equity; as a growing start-up, all employees share in the company’s success.

- Company swag.

- Medical benefits, retirement, and holidays vary by country.