Executive Assistant

Overview

This is a full-time remote Executive Assistant role for a client headquartered in California. The position supports a creative technology agency that has been helping major brands since 2008 deliver digital transformation and human-centered innovation. The organization works across enterprise digital solutions, product development, immersive experiences, and applied AI.

Role summary

You will act as a highly organized, forward-thinking, and tech-savvy assistant to the leadership team, with primary support focused on the COO and calendar/travel coordination for the CEO and CTO. The role calls for someone who can work independently, anticipate needs, and remove roadblocks before they turn into issues.

What success in this role looks like

The team needs someone who does not wait for instructions and who can manage work end to end with confidence. Strong initiative, self-direction, emotional maturity, and a low-ego approach are important, as the role supports senior executives in a fast-moving environment.

Executive support

• Coordinate demanding calendars and arrange meetings across multiple time zones for the CEO, CTO, and COO.
• Act as a dependable partner to the COO by identifying needs early and helping prevent problems.
• Serve as a communication bridge across email, Slack, and shared calendars.
• Use AI-enabled productivity tools such as Superhuman, Fyxer, or similar platforms to draft and refine email communication efficiently.
• Handle expense reporting in the company ERP system, including receipt routing and inbox organization for smooth submissions.
• Arrange domestic travel and occasional international trips, covering flights, hotels, and ground transport; travel is limited and includes one annual team gathering in Los Angeles.
• Create, edit, and polish presentations, documents, and other executive communications with strong attention to detail.

Project and task management

• Own assigned projects and tasks from start to finish with minimal supervision.
• Organize a changing workload, identify urgent matters early, and bring them to leadership’s attention.
• Keep detailed executive task lists so priorities and deadlines are not missed.
• Support special projects, including audits on Google Cloud Platform and coordination with multiple teams to collect and consolidate information.
• Research topics that support strategic work, including prompt engineering and AI tools.

General administration

• Track executive inboxes, highlight urgent messages, and help ensure responses go out on time.
• Provide day-to-day administrative support that keeps operations running smoothly.
• Assist with company events and People Operations coordination as needed.

Working style and environment

This is a fully remote role with core working hours aligned to Pacific Time, Monday through Friday, 9:00 AM to 5:00 PM. A MacBook will be provided. The role requires discretion when handling confidential information, strong stakeholder management, and the ability to build trust quickly.

Compensation and benefits

The hourly pay range is $32.00 to $45.00, depending on experience, qualifications, and location.

• Flexible time off, company-observed holidays, and a birthday floating holiday
• Remote-first setup with an internet stipend
• Medical, dental, and vision insurance with meaningful employer contribution
• Paid parental leave and 401(k) matching
• Education stipend and Employee Assistance Program
• Basic life and AD&D insurance, referral bonuses, and discounted access to the provider marketplace

Values

The culture values empathy, authenticity, persistence, doing the right thing, and continuous learning and growth.