Executive Assistant - Remote
- Hiring from
- United States
- Work type
- Hybrid
- Posted
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About Ontra
Ontra is the leader in AI-powered solutions for the private markets. Powered by industry-leading AI, data from over 2 million contracts, and a global network of legal professionals, Ontra automates critical private market workflows across the fund lifecycle. Ontra’s solutions transform unstructured data trapped in static documents into actionable intelligence, enabling firms to accelerate contracts, streamline compliance, and automate entity management. Trusted by more than 1,000 global GPs, investment banks, law firms, and advisors – including nine of the top ten PEI-ranked firms worldwide – Ontra helps firms focus on what’s important.
Our Culture
Ontra is built for people who want real ownership from day one in a remote-first environment that’s built to support it. Our customers are sophisticated, and our work reflects that. AI is engrained in how we work, and curiosity about it is part of who we are. Ontranauts are sharp, genuinely collaborative, and invested in each other's success. They are excellent at what they do and even better to work with. That combination is rare, and we don't take it for granted. Learn more about our values.
For this job, we are only considering candidates based in Orange County. This is a hybrid role requiring regular commuting to the 92625 area a few times per week.
About The Role
Ontra is seeking an Executive Assistant to support our CEO. This role will report directly to the Manager, Executive Operations. The successful candidate will be responsible for managing the CEO’s complex and dynamic schedule, coordinating domestic and international travel arrangements, and serving as a trusted liaison between the CEO and various internal and external stakeholders. The role requires a proactive, detail-oriented professional with exceptional organizational and communication skills, capable of handling sensitive information with the utmost discretion.
The Executive Assistant will also oversee a range of administrative and personal tasks, including managing correspondence, organizing meetings, facilitating relationship building, and supporting special projects. The position demands a high level of adaptability, problem-solving ability, and proficiency in leveraging AI tools to streamline workflows. The ideal candidate will be a self-starter who thrives in a fast-paced environment and is committed to supporting executive leadership with professionalism and confidentiality.
Qualifications
Ontra is committed to creating an inclusive environment and is proud to be an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender, gender identity or expression, sexual orientation, national origin, disability, or status as a protected veteran. We believe in fostering a workplace where everyone can thrive and contribute to our mission.
Ontra is the leader in AI-powered solutions for the private markets. Powered by industry-leading AI, data from over 2 million contracts, and a global network of legal professionals, Ontra automates critical private market workflows across the fund lifecycle. Ontra’s solutions transform unstructured data trapped in static documents into actionable intelligence, enabling firms to accelerate contracts, streamline compliance, and automate entity management. Trusted by more than 1,000 global GPs, investment banks, law firms, and advisors – including nine of the top ten PEI-ranked firms worldwide – Ontra helps firms focus on what’s important.
Our Culture
Ontra is built for people who want real ownership from day one in a remote-first environment that’s built to support it. Our customers are sophisticated, and our work reflects that. AI is engrained in how we work, and curiosity about it is part of who we are. Ontranauts are sharp, genuinely collaborative, and invested in each other's success. They are excellent at what they do and even better to work with. That combination is rare, and we don't take it for granted. Learn more about our values.
For this job, we are only considering candidates based in Orange County. This is a hybrid role requiring regular commuting to the 92625 area a few times per week.
About The Role
Ontra is seeking an Executive Assistant to support our CEO. This role will report directly to the Manager, Executive Operations. The successful candidate will be responsible for managing the CEO’s complex and dynamic schedule, coordinating domestic and international travel arrangements, and serving as a trusted liaison between the CEO and various internal and external stakeholders. The role requires a proactive, detail-oriented professional with exceptional organizational and communication skills, capable of handling sensitive information with the utmost discretion.
The Executive Assistant will also oversee a range of administrative and personal tasks, including managing correspondence, organizing meetings, facilitating relationship building, and supporting special projects. The position demands a high level of adaptability, problem-solving ability, and proficiency in leveraging AI tools to streamline workflows. The ideal candidate will be a self-starter who thrives in a fast-paced environment and is committed to supporting executive leadership with professionalism and confidentiality.
Qualifications
- Minimum of 4+ years supporting C-suite executives in an administrative capacity.
- Proficiency with administrative software, particularly Google Suite (Gmail, Google Calendar, Google Sheets).
- Willingness to commute regularly to the 92625 area in Orange County, with reliable transportation, a valid driver’s license, and active auto insurance.
- Experience managing complex calendars, travel arrangements, and personal projects.
- Strong understanding of confidentiality and discretion when handling sensitive information.
- Exceptional problem-solving skills with the ability to anticipate needs and resolve issues proactively.
- Technical acumen with AI tools and workflows to support executive tasks efficiently.
- Excellent communication skills, both written and verbal, with the ability to engage effectively with stakeholders at all levels.
- Demonstrated project management capabilities, including coordinating cross-functional initiatives and vendor relationships.
- Comfortable around dogs and children, with a flexible and adaptable attitude.
- Manage and maintain the CEO’s daily calendar, including scheduling meetings, resolving conflicts, and preparing relevant materials.
- Coordinate all aspects of domestic and international travel, including flights, accommodations, transportation, and meeting logistics.
- Oversee administrative duties such as booking appointments, managing expenses, running errands, and planning social events.
- Support personal projects for the CEO, including home and vehicle maintenance, vacation planning, and vendor coordination.
- Build and nurture relationships with internal teams and external partners through professional communication and thoughtful gestures.
- Handle all correspondence, including emails and phone calls, responding on behalf of the CEO when appropriate and ensuring timely follow-up.
- Prioritize incoming requests and delegate tasks as needed to ensure efficient workflow.
- Conduct research, compile data, and prepare reports or presentations to assist the CEO in decision-making.
- Leverage AI-enabled workflows to automate routine tasks such as inbox management, meeting preparation, and research activities.
- Maintain strict confidentiality and discretion in handling sensitive information and situations.
- Provide administrative coverage for other executives within Ontra as required, supporting team-wide operational needs.
- Remote-first working environment with optional office hubs in NYC, Santa Barbara, and London.
- Twice yearly team offsites to foster collaboration and team bonding.
- Paid flexible time off policy to support work-life balance.
- Paid parental leave and related benefits.
- Employer-supported retirement contributions, varying by country.
- Monthly reimbursement for phone and internet expenses.
- Access to company-sponsored learning and development resources, including departmental budgets for professional growth.
- Comprehensive medical, dental, and vision insurance options.
- Occasional travel opportunities, including at least twice per year for team offsites and potential additional travel based on role needs.
Ontra is committed to creating an inclusive environment and is proud to be an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender, gender identity or expression, sexual orientation, national origin, disability, or status as a protected veteran. We believe in fostering a workplace where everyone can thrive and contribute to our mission.