Executive Assistant
Location
United States
Posted
5 days ago
Salary
$90K - $130K / year
No structured requirement data.
Job Description
Role Description
We’re seeking a highly organized, proactive, and discreet Executive Assistant to support our:
- Chief Compliance & Data Privacy Officer
- Deputy General Counsel
- VP of Legal & Security Operations
- Chief Information Security Officer (CISO)
In this role, you will serve as the trusted right hand to executive leadership, ensuring their time is optimized and their teams operate efficiently. You’ll manage everything from complex calendar coordination to high-stakes board preparation and security initiatives. This role requires exceptional integrity and absolute confidentiality. You will serve as a primary point of contact for internal and external stakeholders, representing the Legal and Cybersecurity organizations with professionalism, speed, and sound judgment.
What You’ll Do
-
Calendar & Meeting Management
- Own complex executive calendars and prioritize scheduling requests
- Ensure leaders are fully prepared with context and materials for every meeting
- Support scheduling testimony for the Litigation team
- Use AI tools to convert meeting recordings into structured action items and decision logs
-
Knowledge Synthesis
- Use NotebookLM and Gemini to build and maintain a digital “brain” of security reports, legal filings, and project documentation
- Enable instant retrieval, briefing prep, and executive summaries
-
Administrative Operations
- Manage travel logistics, expense reporting, and procurement processes
-
Document & Signature Coordination
- Oversee Flock’s signature and notary processes
- Partner cross-functionally to streamline workflows from initiation to completion
-
Project Coordination
- Track key legal and cybersecurity initiatives
- Ensure deadlines are met and leadership follow-ups are completed
-
Communications
- Draft and edit internal announcements, security newsletters, and executive presentations
- Prepare materials for Executive Leadership and Board of Directors meetings
-
Confidentiality
- Handle sensitive security incidents, personnel matters, legal issues, and strategic roadmaps with the highest level of discretion
-
Team Culture
- Partner with executives to plan team-building events, offsites, and recognition initiatives to support a high-performing, engaged team
-
Executive Communications
- Draft and refine high-stakes Board- and company-level communications
- Maintain a clear, “security-first” tone across messaging
-
Strategic Partnership
- Act as a bridge between executives and the broader business
- Ensure strategic priorities are aligned and meeting agendas drive outcomes
Qualifications
- 5+ years of experience as an Executive Assistant
- Ideally supporting C-level executives in a fast-paced tech environment
- Expert-level proficiency in Google Workspace: Docs, Sheets, Slides, and Calendar
- Proven ability to manage competing priorities and serve as an effective gatekeeper while maintaining positive relationships
- Comfortable operating in fast-moving environments where priorities shift frequently
- Ability to partner seamlessly with a Chief of Staff or VP-level operator
- Demonstrated experience handling sensitive legal, security, or financial information with total discretion
- Strong executive-level writing skills
- Skilled at building consensus across dispersed teams
- Expert in crafting high-context prompts in Gemini and ChatGPT Enterprise
- Experience grounding AI in internal documentation using NotebookLM
- Experience using AI-powered tools (e.g., Zapier, Gemini for Workspace) to streamline scheduling, expense tracking, and repetitive workflows
- Strong cross-functional partnership with Engineering, IT, Legal, and Cybersecurity teams
- No task is too small mindset
- Proactive problem-solver who addresses issues before they reach the executive’s desk
Benefits
- 🌴 Flexible PTO – Non-accrual PTO plus 11 company holidays
- ⚕️ Fully Paid Health Benefits – Medical, Dental, Vision, and HSA match
- 👪 Family Leave – 12 weeks of 100% paid parental leave
- 🍼 Fertility & Family Benefits – $50,000 lifetime maximum for eligible adoption, surrogacy, or fertility expenses through Maven
- 🧠 Spring Health – Therapy, coaching, medication management, and personalized mental health support
- 💖 Caregiver Support – Partnership with Cariloop
- 💸 Carta Tax Advisor – 1:1 equity tax advisory sessions
- 💚 Employee Resource Groups (ERGs) – Women of Flock, Flock Proud, LEOs, and Melanin Motion
- 💻 WFH Stipend – $150 per month
- 📚 Productivity Stipend – $300 per year (Audible, Calm, Masterclass, Duolingo, and more)
- 🏠 Home Office Stipend – One-time $750 to build your ideal workspace
Job Requirements
- 5+ years of experience as an Executive Assistant
- Ideally supporting C-level executives in a fast-paced tech environment
- Expert-level proficiency in Google Workspace: Docs, Sheets, Slides, and Calendar
- Proven ability to manage competing priorities and serve as an effective gatekeeper while maintaining positive relationships
- Comfortable operating in fast-moving environments where priorities shift frequently
- Ability to partner seamlessly with a Chief of Staff or VP-level operator
- Demonstrated experience handling sensitive legal, security, or financial information with total discretion
- Strong executive-level writing skills
- Skilled at building consensus across dispersed teams
- Expert in crafting high-context prompts in Gemini and ChatGPT Enterprise
- Experience grounding AI in internal documentation using NotebookLM
- Experience using AI-powered tools (e.g., Zapier, Gemini for Workspace) to streamline scheduling, expense tracking, and repetitive workflows
- Strong cross-functional partnership with Engineering, IT, Legal, and Cybersecurity teams
- No task is too small mindset
- Proactive problem-solver who addresses issues before they reach the executive’s desk
Benefits
- 🌴 Flexible PTO – Non-accrual PTO plus 11 company holidays
- ⚕️ Fully Paid Health Benefits – Medical, Dental, Vision, and HSA match
- 👪 Family Leave – 12 weeks of 100% paid parental leave
- 🍼 Fertility & Family Benefits – $50,000 lifetime maximum for eligible adoption, surrogacy, or fertility expenses through Maven
- 🧠 Spring Health – Therapy, coaching, medication management, and personalized mental health support
- 💖 Caregiver Support – Partnership with Cariloop
- 💸 Carta Tax Advisor – 1:1 equity tax advisory sessions
- 💚 Employee Resource Groups (ERGs) – Women of Flock, Flock Proud, LEOs, and Melanin Motion
- 💻 WFH Stipend – $150 per month
- 📚 Productivity Stipend – $300 per year (Audible, Calm, Masterclass, Duolingo, and more)
- 🏠 Home Office Stipend – One-time $750 to build your ideal workspace
Related Guides
Related Categories
Related Job Pages
More Executive Assistant Jobs
Executive Assistant supporting a Senior Director in global customer support at Autodesk
Office Assistant (Executive & Operations Support)
ScalesourceThe Company is a leading electrical services franchise operating across the United States. Each location serves residential customers with a strong emphasis on professionalism, punctuality, and high-quality service. Franchise success depends heavily on efficient scheduling, excellent customer communication, technician productivity, and operational visibility. This role exists to strengthen those systems. What You’ll Do Call Handling & Customer Communication Answer inbound calls professionally and promptly Use approved greetings and scripts Schedule service calls and inspections Confirm appointments and communicate updates Maintain high customer experience standards Answer inbound calls professionally and promptly Use approved greetings and scripts Schedule service calls and inspections Confirm appointments and communicate updates Maintain high customer experience standards Scheduling & Dispatch Coordination Compile and manage daily call runs Support dispatch coordination and routing Fill schedule gaps when cancellations occur Notify customers proactively of changes Ensure technician utilization remains high Compile and manage daily call runs Support dispatch coordination and routing Fill schedule gaps when cancellations occur Notify customers proactively of changes Ensure technician utilization remains high Revenue & Performance Tracking Track daily sales averages Monitor closing ratios Maintain accurate CRM records Update operational dashboards Support reporting visibility Track daily sales averages Monitor closing ratios Maintain accurate CRM records Update operational dashboards Support reporting visibility Membership & Agreement Management Track service agreement renewals Schedule maintenance appointments Follow up with membership clients Protect recurring revenue streams Track service agreement renewals Schedule maintenance appointments Follow up with membership clients Protect recurring revenue streams Administrative & Accounting Support Assist with invoicing coordination Support payment tracking Maintain organized digital records Assist with reporting and operational tasks Assist with invoicing coordination Support payment tracking Maintain organized digital records Assist with reporting and operational tasks Ideal Candidate Profile Communicates clearly and confidently on the phone Keeps schedules organized and optimized Notices small details before they become problems Works proactively instead of waiting for direction Enjoys keeping systems clean and organized Takes ownership of daily operational success
ScaleSource is hiring for a construction company, a growing U.S.-based organization seeking a Virtual Office Assistant to act as a key operational and executive support partner to leadership. This position plays a central role in daily operations, customer coordination, appointme...
We are seeking a highly experienced Senior Executive Assistant to support two Co-CEOs, with the majority of support dedicated to one Co-CEO (≈70%) and additional support to the second Co-CEO (≈30%). This role goes beyond traditional administrative support. The ideal candidate wil...
The Executive Assistant will perform high-level, confidential administrative functions supporting the Chief Executive Officer and Chief Program Officer by organizing, prioritizing, and streamlining their work, including managing complex calendars and coordinating travel. This role also involves supporting executive communications, managing sensitive information, and providing logistical support for Board of Trustees meetings and retreats.
