Executive Assistant

About the Role

We are seeking an experienced Executive Assistant to support our Chief Marketing Officer (CMO) with executive-level coordination, scheduling, travel, and communication. In addition, this role will provide occasional ad hoc support to the Chief of Staff to the CEO.

This is a unique opportunity to gain exposure to high-level initiatives at a fast-growing AI technology company. The role requires exceptional organizational skills, attention to detail, and the ability to manage competing priorities in a dynamic environment—all while working remotely.

Responsibilities

• Calendar Scheduling: Manage the CMO’s daily, weekly, and monthly schedule. Anticipate conflicts, prioritize key meetings, and ensure stakeholders are briefed in advance.

• Travel Coordination: Arrange end-to-end travel logistics for the CMO, including flights, accommodations, transportation, and itineraries. Ensure travel is seamless, compliant with policies, and cost-efficient.

• Meeting Support: Prepare agendas, materials, and logistics for internal and external meetings. Coordinate with IT support for virtual or hybrid meetings, and follow up on action items to ensure progress.

• Materials Presentations: Create and edit presentations, reports, and proposals for executive meetings and events, ensuring quality and alignment with company standards.

• Expense Management: Process and reconcile expense reports for the CMO, maintain accurate records, and identify cost-saving opportunities.

• Communication Liaison: Serve as a trusted point of contact for the CMO with internal teams and external partners. Manage correspondence, draft communications, and prioritize urgent matters to maximize efficiency.

• Ad Hoc Support: Provide occasional scheduling and executive assistance to the Chief of Staff.

Requirements and Skills

• 3+ years of experience supporting senior executives in an executive assistant role

• Proven track record managing complex schedules, prioritization, and executive time management

• Strong experience coordinating domestic and international travel and processing expenses

• Strong proficiency with calendar management and expense reporting tools

• Skilled in presentation design (e.g., PowerPoint, Google Slides) and document formatting

• Experience supporting global teams across time zones

• High attention to detail, with strong proofreading and professional correspondence skills

• Discretion in handling sensitive and confidential information

• Proactive, resourceful, and able to anticipate needs in a fast-paced environment