Executive Assistant
6 - 10 years
United States
$70k - $100k/year
Full-time
Remote
1 month ago
About the role
Swooped is a Talent Platform (not a staffing agency). We are not the employer for this role and do not make hiring decisions. Clicking "Apply" takes you to Swooped to review the role and hiring company details.
About the Opportunity
The organization is hiring an Executive Assistant to create the structure and proactive support that helps its CEO spend more of his time, energy, and focus where it creates the greatest value for the organization's growth.
This is a high-trust role for someone who enjoys creating order, reducing friction, and helping a busy executive operate with greater clarity. The individual will own the operating rhythm of the executive office, including the Daily Executive Briefing, inbox triage, calendar protection, AR/AP coordination, third-party communication, internal meeting support, recruiting logistics, travel, vendor management, and stakeholder follow-through.
The successful candidate will not be handed a queue of disconnected tasks. They will be trusted to own important administrative and operational domains end-to-end, improve the systems around them, and help create a more organized, proactive executive office as the organization grows.
Key Responsibilities
Required Qualifications
Preferred Qualifications
The organization does not require candidates to check every single box to apply. If this role feels aligned with your experience, strengths, and the kind of work you enjoy, the team would love to hear from you.
Must be authorized to work in the United States. Visa sponsorship is not available for this role.
Additional Information
The hiring company is an equal opportunity employer committed to building a diverse and inclusive team.
About the Opportunity
The organization is hiring an Executive Assistant to create the structure and proactive support that helps its CEO spend more of his time, energy, and focus where it creates the greatest value for the organization's growth.
This is a high-trust role for someone who enjoys creating order, reducing friction, and helping a busy executive operate with greater clarity. The individual will own the operating rhythm of the executive office, including the Daily Executive Briefing, inbox triage, calendar protection, AR/AP coordination, third-party communication, internal meeting support, recruiting logistics, travel, vendor management, and stakeholder follow-through.
The successful candidate will not be handed a queue of disconnected tasks. They will be trusted to own important administrative and operational domains end-to-end, improve the systems around them, and help create a more organized, proactive executive office as the organization grows.
Key Responsibilities
- Key Outcome: Create the structure and proactive support needed for the CEO to direct the majority of his time, energy, and focus toward the activities that create the greatest value for the organization's growth.
- Run a Daily Executive Briefing with the CEO covering calendar, priorities, decisions, inbox items, and open loops.
- Own inbox triage end-to-end: filter noise, answer routine questions, draft replies for approval, and escalate only what truly needs the CEO's attention.
- Protect the CEO's calendar by managing scheduling, preserving focus time, coordinating meetings, and pushing back on unnecessary interruptions.
- Own Accounts Receivable coordination: run weekly aging, send reminders, track payment promises, follow up consistently, and escalate sensitive cases when needed.
- Own Accounts Payable and contractor operations: support the payment cycle, handle contractor payment questions, and coordinate receipts and expenses.
- Serve as the administrative point of contact for the bookkeeper, CPA, legal, and insurance partners.
- Coordinate internal meeting operations, including agendas, pre-reads, notes, action items, and follow-through.
- Coordinate recruiting logistics, including interview scheduling, candidate communication, reference checks, and interview prep materials.
- Coordinate travel and events, including flights, hotels, itineraries, conference logistics, dinners, and expense reports.
- Manage SaaS subscriptions, vendor renewals, license tracking, and quarterly tool audits.
- Maintain a stakeholder VIP list and prompt the CEO when timely relationship follow-up is needed.
- Run interference on vendor pitches, podcast invites, networking requests, and other inbound items that do not require the CEO's calendar.
- Coordinate team lifecycle moments, including onboarding logistics, birthdays, anniversaries, appreciation moments, and offboarding support.
- Build the EA Operating System by documenting the playbooks, templates, and SOPs this role runs so the function can scale as the organization grows.
Required Qualifications
- 5+ years of experience as an Executive Assistant, Senior Administrative Assistant, Operations Coordinator, or similar role supporting a CEO, founder, or senior executive.
- Proven ability to own responsibilities end-to-end, operate independently, and follow through without needing to be chased.
- Excellent written and verbal communication, with the ability to write warmly, clearly, professionally, and in an executive-ready voice.
- Strong judgment around what to handle directly, what to draft for approval, what to defer, and what to escalate.
- High comfort with modern email, calendar, document collaboration, and task management tools.
- Experience supporting AR, AP, contractor payments, receipts, expenses, or similar finance-adjacent workflows.
- Experience coordinating with external partners such as bookkeepers, CPAs, legal counsel, insurance providers, vendors, or consultants.
- Strong organizational systems for tasks, owners, due dates, decisions, and follow-through.
- High discretion and trustworthiness with confidential financial, personnel, client, and strategic information.
- Strong AI fluency. The individual routinely uses AI tools regularly as an engine of their work, not to replace their work.
Preferred Qualifications
- Prior experience in an agency, consulting, professional services, or fast-moving small business environment.
- Experience supporting a founder or CEO who wears multiple hats across sales, operations, client relationships, strategy, and team leadership.
- Familiarity with project management, CRM, finance, and collaboration platforms such as ClickUp, HubSpot, QuickBooks, Harvest, Rippling, Bill.com, Google Workspace, or similar tools.
- Experience creating playbooks, templates, SOPs, or lightweight operating systems for recurring workflows.
- Comfort working in a flexible, remote, or hybrid environment where proactive communication is essential.
The organization does not require candidates to check every single box to apply. If this role feels aligned with your experience, strengths, and the kind of work you enjoy, the team would love to hear from you.
Must be authorized to work in the United States. Visa sponsorship is not available for this role.
Additional Information
- Hourly Rate: $35-$50/hour, based on experience
- Hours: Approximately 100 hours/month (~5 hours/day across the organization's 20-day work month)
- Schedule: Available during normal business hours (Central Time).
- Location: Remote, US-based
- Reports to: CEO
The hiring company is an equal opportunity employer committed to building a diverse and inclusive team.