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Executive Assistant

11 hours, 51 minutes ago
United States
Full-time
Senior
Executive Assistant
Operations
AWS Azure dbt GCP Salesforce Snowflake
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phData

phData

phData specializes in providing comprehensive data engineering, data strategy, and machine learning services, offering end-to-end managed data solutions that facilitate data migrations, integrations, and the development of modern data products and appl...

IT Services
251-1K
View All Jobs 42

Description

  • Manage day-to-day calendars for executive team members, including the CEO and select senior leaders, to keep time aligned with priorities and key relationships.
  • Design and maintain the cadence of leadership meetings, 1:1s, operating reviews, board/committee sessions, and planning meetings.
  • Coordinate high-visibility executive events and meetings such as offsites, all-hands, and leadership summits, including logistics and follow-up.
  • Serve as a first point of contact for inbound executive requests, triaging and routing communications appropriately.
  • Prepare, refine, and proofread decks, documents, agendas, and recaps with the Chief of Staff and executive team.
  • Build trusted relationships across Finance, Sales, Delivery, HR, Recruiting, and Operations to keep stakeholders aligned on schedules and next steps.
  • Anticipate executive needs by surfacing risks, resolving scheduling conflicts, and proposing options before issues escalate.
  • Help shape leadership operating systems, including agenda setting, decision documentation, and action tracking.
  • Build and improve executive office processes, templates, playbooks, and workflows to increase efficiency and transparency.
  • Support culture initiatives, special projects, vendor coordination, and strategic programs as needed.

Requirements

  • 4+ years of Executive Assistant experience supporting C-level or VP-level leaders.
  • Experience managing complex, multi-leader calendars and coordinating executive-level meetings and events.
  • Experience working in a distributed or remote-first environment across multiple time zones.
  • Advanced proficiency with Google Workspace or equivalent productivity tools.
  • Strong calendar management skills, including time blocking, holds, travel buffers, and scenario planning.
  • Comfort using collaboration and business tools such as Slack, Zoom, Salesforce, expense systems, and travel tools, or the ability to learn them quickly.
  • Excellent document and presentation hygiene with strong attention to detail.
  • Strong judgment on executive prioritization, confidentiality, and handling board-level or sensitive information.
  • Excellent written and verbal communication skills, including drafting emails, summaries, and follow-ups on behalf of executives.
  • Highly organized, adaptable, and proactive with strong ownership and problem-solving instincts.
  • Bachelor’s degree preferred but not required; equivalent professional experience is valued.
  • Preferred: experience supporting founders, CEOs, or Presidents in early-stage or growth-stage companies.
  • Preferred: experience coordinating board meetings, pre-reads, action tracking, executive travel, offsites, and client events.
  • Strong appetite to learn new systems, tools, and AI-related workflows.

Benefits

  • Remote-first work environment with flexibility and trust.
  • Medical, dental, and vision insurance for employees and their families.
  • 401(k) plan with company match.
  • Home office equipment stipend for a remote setup.
  • Annual learning and development stipend for courses, conferences, books, and certifications.
  • Competitive compensation, excellent benefits, generous PTO, and company holidays.
  • Additional wellness initiatives, team events, and internal communities such as ERGs and interest-based groups.

Interested in this position?

Apply directly on the company website

Apply Now

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