Executive Assistant
SwoopedAbout the Opportunity
The organization is seeking a full-time Executive Assistant to deliver high-level administrative, operational, and logistical support to executive leadership. This remote role is responsible for dynamic calendar management, travel coordination, executive presentation preparation, cross-functional projects, and information security adherence.
Key Responsibilities
• Proactively manage a complex, dynamic executive calendar, aligning and prioritizing internal and external meetings, resolving scheduling conflicts, and maintaining executive alignment with product and marketing governance events.
• Prepare and compile executive presentation materials, briefs, and agendas for staff meetings, group reviews, town halls, and webcasts, coordinating content collection across teams to ensure timely delivery.
• Coordinate extensive travel itineraries, flight and hotel arrangements, and logistical schedules for the Assistant Vice President and key members of the leadership team.
• Manage onsite operations and logistical execution for large meetings, site visits, and team events.
• Assist operations leadership and the Assistant Vice President with special assignments, including tracking training requirements, coordinating with learning and development, and managing headcount accounting during reorganizations to ensure organizational readiness.
• Promote and enforce awareness of key information security practices, including acceptable use of information assets, malware protection, and password security protocols.
• Identify, assess, and report security risks, evaluating impacts on the confidentiality, integrity, and availability of information assets.
• Understand and evaluate how data is stored, processed, or transmitted to ensure compliance with data privacy and protection standards, including GDPR and CCPA.
• Ensure data protection measures are integrated throughout the information lifecycle to safeguard sensitive information.
Required Qualifications
• Bachelor's degree or four or more years of work experience.
• Four or more years of relevant work experience in an administrative support, coordinator, or office operations role.
• Advanced proficiency in Google Workspace.
• Exceptional verbal and written communication skills with the ability to maintain strong cross-departmental relationships.
• Experience working in a global team environment.
Preferred Qualifications
• Prior experience supporting executive-level leadership.
Employment Details
• Role Title: Executive Assistant
• Employment Type: Full time
• Location: Remote (United States)
• Visa Sponsorship: The organization is willing to sponsor eligible candidates for employment visas.
• Equal Opportunity: The hiring organization is an equal opportunity employer and does not discriminate on the basis of race, religion, color, sex, gender identity, sexual orientation, age, physical or mental disability, national origin, veteran status, or any other status protected under federal, state, or local law.