aledade - PBC - Executive Assistant, Remote
Requirements
• 6+ years of relevant work experience, with 3+ years of direct experience as an executive administrative assistant or executive business partner. • Available to work across various time zones and/or non-traditional working hours on occasion, as needed. • Proven adaptability and a strong willingness to learn new technologies, including emerging AI tools and platforms. • In-depth understanding of executive team operations and corporate dynamics. • Advanced ability to manage complex calendars and negotiate scheduling across multiple executives. • Exceptional verbal and written communication skills with strong presentation formatting capabilities. • Strong organizational, problem-solving, and time-management skills with meticulous attention to detail. • Exercise strong discretion while handling highly confidential, sensitive information. • Hands-on experience with Google Workspace, AI tools (preferably Claude), Navan, Expensify, and UKG. • Experience utilizing AI-powered tools to streamline administrative tasks and improve team-wide productivity. • Sitting for prolonged periods of time. Extensive use of computers and keyboard. Occasional walking and lifting may be required. • This is a non-exempt, full-time position structured around a standard 40-hour work week. Success in this role requires disciplined time management and prioritization to ensure all deliverables are consistently met within these core hours. • Available to work across various time zones and/or non-traditional working hours on occasion, as needed
Responsibilities
• Strategic Calendar & Time Architecture • Own and strategically manage complex executive calendars, acting as the ultimate optimizer, gatekeeper, and time manager. • Proactively identify and resolve scheduling conflicts for high-volume, multi-stakeholder meetings; educate internal parties on proper engagement protocols. • Execute coordinated vetting processes for offsite events, internal retreats, and external gathering requests to ensure executive alignment with corporate priorities. • Executive Meeting Management • Serve as the expert for virtual (Google Meet/Zoom) and internal/external in-person executive meetings, owning end-to-end logistics, travel integration, and room coordination. • Manage the full meeting lifecycle — developing agendas, distributing pre-reads, attending key staff meetings, capturing minutes, and driving action-item follow-ups along with the executives. • Support high-stakes engagements, which may include board meetings, speaking engagements or team staff meetings by managing materials and execution. • Communications & Inbox Triage • Manage and triage large influxes of executive email and departmental Slack correspondence; independently filter, prioritize, flag time-sensitive matters, and draft strategic responses. • Operational, Financial, & Travel Management • Provide comprehensive travel management, leveraging third-party travel systems to book complex travel itineraries. • Act as an expense delegate in Expensify; and serve as an approval proxy for direct reports. • Own or assist with team-wide operations including onboarding/offboarding coordination, access permissions (Google, Slack, distribution lists), organizational charts, PTO approval proxy duties. • Handle routine workflows and contract management, including organizing and tracking documents in tools like Ironclad to keep leadership operations running smoothly. • Technology Partnership & AI Integration • Tech Support Liaison: Act as the primary point of contact for the executive’s technical needs, including coordinating hardware/software requests, resolving basic access issues, and serving as the bridge to IT support to ensure smooth daily operations. • Support the execution and communication of cross-functional updates while ensuring key strategic deadlines are achieved. • Leverage AI-driven tools (e.g., Gemini, Claude) to streamline administrative workflows, automate routine deliverables, and scale team productivity.
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