The ad says“Oversee complex and dynamic calendar management for our leader, ensuring the thoughtful prioritization of competing requests. Proactively anticipate scheduling needs, resolve conflicts with sound judgment, and provide strategic recommendations that support seamless daily operations”
The ad says“Prepare, process, and track expense reports with accuracy and timeliness”
The ad says“Advanced proficiency in Google Workspace (Gmail, Calendar, Docs, Sheets, Slides, etc.) and other collaboration tools”
The ad says“Plan, coordinate, and supervise intricate domestic and international travel itineraries. Manage visas, transportation, lodging, and on-site logistics. Ensure timely and accurate preparation, submission, and reconciliation of all travel-related expenses”
Our Executive Assistant will provide direct support to the CEO and one VP within the fast-paced environment of a quickly growing company, MaintainX
Oversee complex and dynamic calendar management for our leader, ensuring the thoughtful prioritization of competing requests. Proactively anticipate scheduling needs, resolve conflicts with sound judgment, and provide strategic recommendations that support seamless daily operations
Plan, coordinate, and supervise intricate domestic and international travel itineraries. Manage visas, transportation, lodging, and on-site logistics. Ensure timely and accurate preparation, submission, and reconciliation of all travel-related expenses
Keep our leader fully informed of upcoming commitments, priorities, and required follow-ups. Anticipate needs in advance of meetings, presentations, and conferences to ensure optimal preparation and flawless execution
Collaborate across departments to organize calendars, orchestrate complex activities, and support internal and external engagements, conferences, and strategic initiatives
Assess, research, and triage incoming issues and inquiries—including high-sensitivity matters—determining the appropriate course of action, response, or delegation
Draft polished correspondence, memoranda, spreadsheets, charts, and presentations. Maintain a high standard of accuracy through diligent proofreading and editorial judgment
Develop compelling presentations, distribute critical information, and coordinate cross-team efforts as needed. Establish and maintain efficient information and document management systems
Prepare, process, and track expense reports with accuracy and timeliness
Plan and execute meetings, team gatherings, and executive-level events with precision, creativity, and attention to detail. Manage on-site visits and ensure all logistics are executed flawlessly
Serve as a trusted representative of the CEO, acting as a bridge to internal teams, cross-functional leaders, and external partners. Cultivate strong, collaborative relationships across all levels of the organization
Exercise sound judgment in planning, prioritizing, and organizing a diverse workload. Recommend enhancements to office procedures, workflows, and best practices to improve efficiency and effectiveness
Uphold the highest standards of discretion and professionalism when handling sensitive, strategic, and confidential information
Support office-based events and initiatives involving executive leadership. Champion and model the company’s culture and core values in all interactions, fostering a positive and high-performing environment
Benefits
Flexible time off
Comprehensive healthcare coverage
Training and development investments
Competitive salary and equity opportunities
Preferred experience
High levels of tact and good judgement in confidential situations and proven experience of interacting with executive management
Strong interpersonal, written, and oral communication skills
5+ years of experience in an Executive Assistant or high-level administrative support role
A track record of working closely and efficiently to support C-level executive leaders in a fast-paced global business
Effective collaboration and communication skills are required, including information exchange with internal and external contacts
Advanced proficiency in Google Workspace (Gmail, Calendar, Docs, Sheets, Slides, etc.) and other collaboration tools
Bachelor’s Degree (preferred but not required)
An ability and willingness to adapt to a rapidly changing business
