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