Executive Assistant

*Please note that this job is not for EfficientAide. It’s for our client who is based in California. This is a full-time, remote role.

WHO WE ARE

Our client is a leading creative technology agency that builds what’s next. Since 2008, they have partnered with the world’s most ambitious brands to transform breakthrough technology into extraordinary human experiences, delivering end-to-end digital transformation for companies including Google, Amazon, and Meta.

• Enterprise Digital: Architecting seamless digital ecosystems that simplify complexity and drive measurable impact
• Product Innovation: Building scalable platforms and products that identify and seize emerging technology opportunities
• Experiential/Immersive: Creating cross-media experiences that blend digital, social, AI, and physical spaces
• Applied AI: Transforming AI from a tool into the infrastructure for business evolution, powering smarter decision-making and game-changing innovation

THE ROLE

Our client is seeking a highly organized, proactive, and tech-savvy Executive Assistant to provide comprehensive support to their leadership team. This person will primarily serve as the right-hand partner to the COO, with calendar and travel management support for the CEO and CTO. The ideal candidate is fully self-sufficient, thinks ahead before being asked, and clears obstacles before they become problems.

WHAT SUCCESS LOOKS LIKE

This role has seen turnover due to a lack of proactivity and self-direction. The person who thrives here does not wait to be told what to do. They anticipate needs, own their work end-to-end, and bring calm, organized energy to a fast-paced leadership team. Thick skin and a low-ego approach to supporting executives is essential.

EXECUTIVE SUPPORT

• Proactively manage complex calendars and schedule meetings across multiple time zones for the CEO, CTO, and COO
• Serve as a true right-hand partner to the COO, anticipating needs and removing obstacles before they arise
• Act as a central communication hub across email, Slack, and shared calendars
• Leverage AI-powered tools (Superhuman, Fyxer, or similar) to draft, refine, and manage email correspondence efficiently
• Process and oversee expense reports within our ERP, including receipt forwarding and inbox rules for streamlined submission
• Manage all aspects of domestic and occasional international travel, including flights, accommodations, and ground transportation (note: travel for this role is minimal, with one annual team gathering in Los Angeles)
• Prepare and edit professional communications, presentations, and documents with exceptional attention to detail

PROJECT AND TASK MANAGEMENT

• Take full ownership of assigned tasks and projects, driving them to completion with minimal oversight
• Manage and prioritize a fluctuating workload, surfacing urgent items to leadership proactively
• Maintain comprehensive to-do lists for executives, ensuring nothing falls through the cracks
• Lead special projects as needed, such as auditing projects on Google Cloud Platform (GCP) and coordinating across teams to gather and consolidate information
• Conduct focused research to support strategic initiatives, including emerging areas like prompt engineering and AI tooling

GENERAL ADMINISTRATION

• Monitor executive inboxes, flag urgent items, and ensure timely responses
• Provide comprehensive administrative support to maintain smooth daily operations
• Assist with the coordination of company events and People Operations logistics

WHAT YOU WILL NEED TO SUCCEED

• Proven experience supporting multiple executives in a fast-paced, high-accountability environment
• Exceptional organizational skills with the ability to prioritize effectively and meet deadlines without hand-holding
• Native proficiency with AI-powered tools (Superhuman, Fyxer, or similar) to multiply your own efficiency
• Advanced expertise in calendar management and meeting scheduling across platforms
• Experience with enterprise expense systems, preferably Maconomy
• Advanced proficiency in Google Workspace
• Excellent written and verbal communication skills with a sharp eye for detail
• Proactive, resourceful problem-solver with a strong sense of ownership and accountability
• Ability to handle highly confidential information with discretion and professionalism
• Strong interpersonal skills and the ability to build trust quickly with diverse stakeholders
• Travel booking and itinerary managem…