Executive Assistant

Location: Remote, United States, Eastern Time required

Employment type: Full-time, 12-month contract, conversion eligible

Pay: ~ $48.00 - $62.50/hour

Role overview

You’ll provide direct executive support to the CEO, managing the calendar, leadership meeting rhythm, travel, expenses, vendor coordination, stakeholder communication, and administrative systems in a remote, mission-driven environment.

Executive support duties

• Manage the CEO's calendar end-to-end, including scheduling, prioritization, conflict resolution, and meeting preparation.
• Build and maintain the annual rhythm of business, including leadership meetings, 1:1s, quarterly planning, funder reviews, and advisory meetings.
• Prepare agendas, background materials, notes, and action logs.
• Track follow-ups and action items from prior discussions.
• Provide occasional support to two other senior leaders as needed.

Operations and administration

• Partner with the CEO on day-to-day organizational operations.
• Coordinate logistics for staff, leadership, and advisory offsites.
• Book meeting rooms, catering, travel, and conference logistics.
• Manage the CEO's expense reimbursement process.
• Process and track invoices, vendor payments, and reimbursements with Finance.
• Maintain organized records for expenses, invoices, contracts, and administrative documents.
• Help plan team events and internal celebrations.

Communications and systems

• Serve as a point of contact for internal and external stakeholders interacting with the CEO.
• Handle sensitive and confidential information with discretion.
• Maintain contact lists, distribution groups, and a shared knowledge base.
• Post updates to internal digital channels and assets.
• Identify ways to improve systems and reduce manual work through AI-enabled workflows.

What you’ll need

• 5 or more years supporting a C-level executive.
• Experience in a fast-moving startup or mission-driven environment preferred.
• Strong organization skills and attention to detail.
• Ability to manage competing priorities without dropping details.
• Strong judgment and discretion with confidential information.
• Clear, professional written and verbal communication.
• Comfort working in a fully remote, distributed-team environment.
• Ability to align schedule to Eastern Time.
• Interest in using AI tools to reduce manual work and improve workflows.
• Calm, grounded work style with ability to bring order without unnecessary bureaucracy.

Hiring process

• Application includes the option to complete a 10-15 minute video response challenge.
• The challenge includes realistic executive support scenarios involving scheduling, confidentiality, vendor issues, and AI workflow judgment.
• Candidates who complete the challenge move to the top of the hiring manager's review queue.
• Applications are open through August 14.