Executive Assistant | JobSetuu

Description

Job Overview

• Source: RemoteOK

Job Description

*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 management experience

EQUIPMENT

Left Field Labs will provide a MacBook. This is a fully remote role with core hours aligned to Pacific Time, Monday through Friday, 9:00 AM to 5:00 PM.

OUR VALUES

We hire for skill and retain for culture. The person who thrives here will see themselves in these commitments:

Empathetic  We seek to understand and share perspectives to have the most impact.

Authentic  We are honest and candid with one another.

Relentless  We step up to challenges and prioritize action.

Do the Right Thing  We fight for what's right to achieve our goals.

Voracious Learners  We have an insatiable appetite to learn, grow, and evolve.

COMPENSATION AND BENEFITS

The hourly range for this role is $32.00 to $45.00, dependent on experience, qualifications, and geographic location. Left Field Labs offers a comprehensive benefits package including:

• Flexible time off, observed holidays, and a birthday floating holiday
• Remote-first environment with an internet stipend
• Medical, dental, and vision coverage with significant employer contribution
• Paid parental leave and a 401(k) matching program
• Education stipend and Employee Assistance Program
• Basic life and AD&D insurance, referral bonuses, and provider Marketplace discounts

Expert Career Tips for Executive Assistant Roles

To succeed in a competitive market as a Executive Assistant , you need more than just technical skills. Here are some expert strategies to elevate your profile:

• Build a Strong Portfolio: For technical roles, a clean GitHub or a personal project site is essential. For non-technical roles, a case study portfolio demonstrating problem-solving and impact is equally valuable. Show, don't just tell, what you have achieved in your previous positions.
• Master the Narrative: When interviewing, use the STAR method (Situation, Task, Action, Result) to structure your answers. Quantify your results wherever possible—mentioning "increased efficiency by 20%" is much more impactful than saying "improved efficiency."
• Continuous Learning: The industry moves fast. Whether it's staying updated with the latest AI tools or mastering a new management methodology, continuous professional development is key. Consider obtaining industry-recognized certifications that align with Executive Assistant requirements.
• Networking: Connect with other professionals in similar roles. Join online communities, attend webinars, and engage in meaningful discussions on professional social networks. Often, the best opportunities come through referrals and community engagement.
• Soft Skills Matter: Communication, empathy, and leadership are often the deciding factors between two equally qualified technical candidates. Cultivate these skills as they are universally valued across all industries and seniority levels.

Additionally, research the specific company's culture and values. Tailoring your application to show how you align with their mission can significantly increase your chances of moving forward in the process.

Salary & Compensation

Salary not disclosed; typically competitive for the role.

Work Arrangement

Type: On-Site

Standard business hours at the office.

Comprehensive Application Strategy & Hiring Process

Applying for a new role is a marathon, not a sprint. Follow this strategic approach to maximize your success rate:

1. Initial Research & Tailoring

Don't send the same resume to every employer. Spend at least 30 minutes researching the company. Look for recent news, their product roadmap, and their team structure. Modify your summary and core competencies to reflect the specific keywords found in the job description.

2. The Perfect Cover Letter

If the application allows for a cover letter, use it to tell a story that your resume cannot. Explain why you are passionate about this specific company and how your unique background makes you the perfect fit for the challenges they are currently facing.

3. Navigating the Multi-Stage Interview

Most modern hiring processes involve 3-5 stages. This typically includes a recruiter screen, a technical or skill-based assessment, a peer interview, and a final leadership round. Prepare for each stage differently: focus on enthusiasm and fit for the recruiter, technical depth for the assessment, and strategic vision for the leadership round.

4. Post-Interview Follow-Up

Always send a personalized thank-you note within 24 hours of each interview. Reference a specific topic discussed during the call to demonstrate your active listening and genuine interest in the role.

By following these steps, you demonstrate a high level of professionalism and attention to detail that sets you apart from the average applicant.

Typical Interview Process

1. Resume screening
2. HR call
3. Skill interview
4. Final manager interview
5. Offer

Tip: Research the company's products and culture.

Global Market Intelligence & Relocation Insights

At JobSetuu, we specialize in helping talent navigate the global job market. Here is what you need to know about the current landscape in Global and beyond:

The demand for skilled professionals is increasingly borderless. For roles based in Global, understanding the local cost of living, visa requirements (if applicable), and cultural nuances is vital. If this is a remote role, consider the time zone alignment and the asynchronous communication culture of the hiring organization.

Relocation Support: Many forward-thinking companies offer relocation packages that include moving stipends, temporary housing, and legal assistance with work permits. When evaluating an offer, look beyond the base salary—consider the total compensation package, including equity, bonuses, and healthcare benefits.

Work-Life Balance Trends: Hybrid and remote work have become standard in many regions. Research the local labor laws and common practices regarding work hours and vacation time to ensure the role aligns with your lifestyle goals.

Leveraging JobSetuu's tools can help you compare salaries across different cities and understand the "purchasing power" of your potential offer, ensuring you make an informed decision for your long-term career path.

Skills & Competency Roadmap for Professional Development

To remain competitive in Professional Development, we recommend focusing on the following core competencies over the next 12-18 months:

• Technical Mastery: Deepen your expertise in the core tools and languages relevant to your field. For developers, this might be cloud architecture; for marketers, it might be data-driven attribution modeling.
• AI Augmentation: Learn how to leverage generative AI and automation tools to increase your productivity. Understanding how to integrate these technologies into your workflow is becoming a non-negotiable skill.
• Leadership & Strategy: Even in individual contributor roles, the ability to think strategically and lead projects from inception to completion is highly valued. Focus on stakeholder management and high-level project planning.
• Data Literacy: The ability to interpret data and use it to drive decisions is essential across all business functions. Familiarize yourself with data visualization and basic analytical concepts.

By investing in these areas, you not only prepare yourself for the role you are applying for today but also build a resilient foundation for the opportunities of tomorrow.

Apply via JobSetuu

Discover your next career milestone on JobSetuu. This Executive Assistant position is part of our commitment to bringing you the most relevant and high-impact job openings globally. At JobSetuu, we simplify your job search by aggregating premier listings and providing the tools you need to stand out. Don't miss the chance to elevate your professional journey—explore more opportunities and career insights on our platform today.