Executive Assistant

Summary

Join a fast-growing company in the climate tech space as an Executive Assistant, working remotely and supporting the executive team. You will manage complex schedules, coordinate meetings, streamline action points, handle client communications, and assist with project management. This role requires strong organizational skills, attention to detail, and experience in a high-growth environment. You will be provided with a competitive salary, generous PTO, direct mentorship, learning and development opportunities, and the chance to work with professionals around the world.

Requirements

• Strong organizational skills and attention to detail
• A self-starter who can work independently with minimal supervision
• High proficiency in Google Workspace, Zoom, and Slack platforms
• Slack (for internal communication)
• Google Workspace (for document management and collaboration)
• Zoom (for virtual meetings)

Responsibilities

• Manage the day-to-day operations of the executive team with precision and a high degree of professionalism
• Overseeing complex scheduling, coordinating meetings, and managing travel arrangements across multiple time zones
• We are growing quickly and our calendars are packed — your job is to ensure meetings are scheduled appropriately, in a timely manner, and in line with the CEO’s preferred weekly/daily arrangements
• Streamlining action points, managing all communication and scheduling channels, and identifying areas for process improvement
• This includes operational support for in-office activities . For example, coordinating lunch orders through DoorDash for Business
• Handling key communications with partners and clients, ensuring a high level of service and professionalism
• No live calls or meetings to be led by EA, simply communication management on email
• Reviewing the emails, sorting them, preparing drafts where needed
• Assisting in project coordination, tracking deadlines, and ensuring tasks are completed efficiently
• Manage the principal’s personal calendar by scheduling appointments and coordinating events
• Plan and coordinate company activities and events
• Coordinate and schedule meetings based on the availability of participants
• Check all calendars on Google Calendar, and then check via email to confirm your suggested time (especially because many team members have other responsibilities)
• Send out invitations and manage RSVPs
• Use the client's Zoom Link for video conferences (depending on who’s participating)
• Adjust and reschedule appointments as needed
• Ensure that meeting times accommodate different time zones if necessary
• Please be super cognizant of this as even the US has multiple time zones
• Schedule meeting prep calls ahead of important client engagements
• Arrange daily team lunch deliveries and office pantry list orders
• Conduct research and assist with personal projects as requested
• Maintain an organized calendar, categorizing appointments, meetings, and events
• Schedule Weekly Team Meetings
• Schedule Monthly Board Meeting
• Always confirm meeting Zoom Link/Physical Locations
• Set up reminders for upcoming meetings, deadlines, and important tasks
• Ensure the client is notified of any last-minute changes or cancellations
• Be prepared for fast-paced work environment and quick decision-making
• Maintain strict confidentiality regarding company information
• Develop a system for tracking and following up on action items from meetings
• Be proactive in anticipating needs and solving problems before they arise
• Stay flexible with scheduling, as startup dynamics may require last-minute changes
• Keep a list of preferred airlines, hotels, and restaurants for travel arrangements
• Familiarize yourself with the basics of energy grid systems and AI applications in climate tech to better understand the context of work discussions
• Assisting with the organization of executive schedules on Zoom, Google Calendar
• Onboarding and introduction to company tools and workflows
• Leading a comprehensive overview and setup of communication templates, reporting structures, and document management systems

Preferred Qualifications

• Experience working in a high-growth or fast-paced environment is preferred
• Our ideal candidate is proactive, resourceful, and thrives in fast, high-pressure environments
• They are solutions-driven and have a keen eye for detail
• This individual should be able to manage multiple tasks simultaneously while maintaining a high standard of quality and professionalism
• They should be confident enough to suggest improvements and contribute to process optimization
• Salesforce (nice to have)

Benefits

• Competitive Salary
• Remote Work: Fully remote—work from anywhere
• Generous PTO: Ample paid time off to rest and recharge
• Direct Mentorship: Grow through guidance from international industry experts
• Learning & Development: Ongoing access to resources for professional growth
• Global Networking: Work and connect with professionals around the world