Executive Assistant

Summary

Join Cobalt as the Executive Assistant to the CMO and CRO and become an integral part of a thriving tech company. This fast-paced role requires exceptional organizational and communication skills, with a focus on providing comprehensive administrative and operational support to two C-level executives. Responsibilities include calendar management, email and communication management, meeting coordination, travel and expense management, project support, and event planning. The ideal candidate will have 5-7 years of experience supporting C-level executives, strong communication and organizational skills, and proficiency in various software applications. Cobalt offers a competitive compensation package, comprehensive benefits, and opportunities for professional development. The company values diversity and inclusion and encourages applications from individuals of all backgrounds.

Requirements

• Proven experience as an executive assistant or in a similar role, supporting C-level executives for at least 5 to 7 years
• Fluent in English
• Located in the USA (Central Time Zone)
• Authorized to Work in the USA
• Must be able to travel as needed
• Strong communication skills with the ability to deliver quick, agile, and adaptable support in fast-paced environments
• Ability to develop strong working relationships that allow you to anticipate what is needed
• Active Listening Skills
• Cultural sensitivity and awareness of different communication styles and customs are essential in maintaining positive relationships with people from diverse backgrounds
• Must have high emotional intelligence when handling sensitive situations and conflicts
• Builds solid relationships with other employees and external stakeholders
• Strong organizational skills with exceptional time management
• Able to confidently multi-task and shift priorities as needed
• High level of attention to detail and the use of discretion
• Strong problem-solving skills and a proactive mindset
• Adaptability & Flexibility
• Sales or Marketing experience
• Experience handling basic data analysis tasks and presenting findings meaningfully
• Proficient in Mac Book, Google Workspace, Confluence, Jira, and more. Cobalt uses Slack for instant messaging and Google Meet for virtual meetings

Responsibilities

• Efficiently coordinate and manage complex calendars, scheduling meetings across multiple time zones, prioritizing time for strategic tasks, and adjusting schedules based on urgent needs
• Monitor and triage high volumes of emails, draft responses on behalf of the executives when appropriate, and ensure timely follow-ups
• Organize and prepare for meetings, including creating agendas, taking meeting minutes, tracking action items, and following up to ensure completion
• Help coordinate activities that align marketing and sales, such as cross-functional meetings or quarterly planning sessions
• Arrange detailed domestic and international travel itineraries, including flights, accommodation, transportation, and other logistics, while managing last-minute changes as needed
• Prepare and submit expense reports, ensuring timely reimbursement and adherence to company policies
• Assist with managing marketing and sales projects, ensuring timelines and deliverables are met, and provide support in executing initiatives
• Coordinate internal events such as sales meetings and marketing events including logistics, vendor management, and on-site support. Partner with Corporate Events Manager on any large-scale internal events and externally facing events as required
• Help prioritize and organize daily activities, ensuring executives remain focused on strategic priorities
• Identify and implement improvements in administrative processes to enhance the productivity of the CMO and CRO
• Act as a point of contact between the CMO and CRO and other departments, facilitating communication and collaboration across marketing, sales, customer success, and channel teams
• Manage relationships with external partners, clients, vendors, or analysts, coordinating communications and meetings as necessary
• Distribute important information and updates to teams, ensuring everyone is aligned with the latest priorities and directives

Preferred Qualifications

Industry-specific knowledge is a plus

Benefits

• Competitive compensation package commensurate with experience
• Comprehensive health, dental, and vision benefits
• The chance to work closely with visionary leaders and industry experts
• A collaborative and inclusive work culture that values your contributions
• Opportunities for professional development and growth within the organization