About the Opportunity
The organization is seeking a full-time, remote Executive Assistant based in the United States reporting to the Senior Manager of Administrative Operations. This role balances executive support for three senior leaders with administrative and logistics leadership for in-person and virtual meetings, convenings, and client engagements. The position also supports internal culture, administrative team initiatives, and budget and expense tracking.
Key Responsibilities
- Provide executive support to three senior leaders, managing complex calendars across internal, client-based, and project-based priorities.
- Strategically resolve appointment conflicts and triage communications from internal and external stakeholders.
- Manage end-to-end travel arrangements for supported leaders, including flights, lodging, ground transportation, and reservations, serving as the main point of contact during travel disruptions.
- Collect, track, and reconcile travel, meal, and incidental receipts to support accurate project billing and budget reconciliation.
- Assist with copyediting and formatting design for near-final deliverables.
- Serve as project administrator managing logistics for senior leader projects, including scheduling client calls, interviews, focus groups, and in-person sessions.
- Direct virtual event logistics, including registration, participant coordination, breakout rooms, interactive polls, and real-time technical troubleshooting.
- Oversee in-person event operations, encompassing venue and vendor sourcing, lodging, catering, supplies shipping, and attendee registration.
- Partner with project teams and travel agents to arrange attendee and speaker travel, distribute event communications, and process reimbursements.
- Support organizational culture by coordinating recognitions for birthdays and special occasions, welcoming new team members, and collaborating on monthly meeting agendas and team-building activities.
- Contribute to administrative team goals, professional learning sessions, and temporary cross-coverage during colleague absences.
Qualifications
- Administrative experience supporting multiple senior leaders simultaneously with competing priorities.
- Experience managing complex operations, cross-time-zone scheduling, end-to-end travel logistics, and event coordination.
- Demonstrated ability to anticipate challenges, take initiative, and deliver operational results independently.
- Strong emotional intelligence, interpersonal capabilities, and clear communication skills.
- High attention to detail, precision, and organization across all deliverables and administrative duties.
- Service-oriented and adaptable approach when responding to shifting priorities.
- Proficiency in administrative software and tools, including Google Workspace, Microsoft Office, ClickUp, and Calendly.
- Comfort utilizing generative AI and automation tools, such as Gemini, Claude, or Copilot, to draft documents, synthesize information, and enhance productivity.
Work Environment and Travel
- 100% remote position within the United States.
- In-person attendance required for organization-wide engagements once per year.
Compensation and Benefits
- Base annual salary of $73,600, with a 1% to 5% location-based supplement for employees living in higher cost-of-living areas.
- Health, dental, vision, and life insurance.
- 401(k) retirement plan with an employer match.
- Paid time off and paid holidays.
- Parental leave.
- Professional development assistance.
- Remote work subsidy.
