Remote Executive Assistant

Summary

Join our team at Ontra, the global leader in AI-powered legal technology solutions for private capital investment firms. We're seeking a temporary Executive Assistant to support C-Suite company executives with executive administrative tasks.

Requirements

• Experience: 3+ years supporting C-suite executives in an administrative position
• Administrative Expertise: Demonstrated understanding and application of a variety of administrative software and procedures; Google suite experience preferred, with a focus on Gmail, Google Calendar, and Google Sheets
• Logistics: Must be willing to commute to 90292 on a frequent basis (at least a few times a week); Must have regular access to reliable personal transportation, possess a valid driver’s license, and maintain active auto insurance coverage with a minimum $100K/$300K limits; and must be comfortable around dogs
• Confidentiality & Discretion: Commitment to maintaining confidentiality and discretion when presented with sensitive information, such as personal details, financial information, business plans, etc
• Problem-Solving: Natural ability to anticipate and resolve administrative and other problems with little to no guidance
• Attention to Detail : Extreme regard for detail and commitment to flawless work
• Communication: Demonstrated ability to communicate in a clear, concise, thoughtful, and effective manner; possessing the intellect, maturity, sophistication, and self-awareness to engage effectively with executive and board-level stakeholders

Responsibilities

• Calendar Management: Manage the daily calendars of Ontra’s executives in an organized fashion, including scheduling meetings and appointments, ensuring no conflicts, ensuring all meetings have required materials prepared, and ensuring all attendees are up to speed
• Travel Coordination: Coordinate and arrange all executive travel, including hotel booking, transportation, meal coordination, and group activity planning for domestic and international travel
• Relationship Building: Nurture personal and professional relationships and serve as a primary point of contact between executives and their internal and external networks through thoughtful, professional, and timely communications and gifting
• Correspondence : Handle all correspondence, emails, and phone calls, responding on behalf of executives when necessary and ensuring appropriate follow-up to enhance efficiency and improve responsiveness
• Prioritize Requests: Organize and prioritize incoming requests and information, delegating when appropriate and ensuring tasks are completed efficiently
• Administrative Duties: Manage additional administrative duties, including errands, planning social events, booking appointments, and other everyday tasks required to free up capacity for the executive
• Personal Assistant Duties: Manage a broad scope of personal projects for Ontra’s executives, including home and car maintenance, vacation research and booking, party planning, and vendor coordination
• Research Projects: Conduct research, compile data, and prepare reports or presentations as required by the executive

Benefits

• Remote-first working policy, with office hubs in SF, NYC, Santa Barbara, and London
• Twice yearly team offsites for in-person collaboration
• Paid flexible time off policy
• Paid parental leave and benefits
• Monthly phone and internet reimbursement
• Company-sponsored LinkedIn Learning accounts, department budgets for professional development, and robust onboarding program
• Various options for medical, dental, and vision insurance