Department: Specialized Roles

Location: Global+

Compensation: $9.00 / hour

Description

About the Client
Our client is a well-funded, VC-backed technology company building advanced robotics and autonomy for the construction industry. Led by seasoned leaders from top autonomous systems teams, they are accelerating how the world builds critical infrastructure. The company operates at the intersection of AI, robotics, and construction, scaling fast in a high-stakes, execution-focused environment.

Why does this role exist
The executive team needs a senior-level EA who can immediately expand leadership capacity and eliminate administrative bottlenecks. Their current admin support is overextended, and junior-level help has proven insufficient for the complexity and pace of the work. This role exists to provide proactive, independent, end-to-end executive support—especially calendar operations, complex travel, expense rigor, communications, and full ownership of team offsites—so founders can stay focused on strategy and execution.

The Impact you'll make

Executive Calendar and Meeting Operations

Own complex calendar orchestration for 2–3 founders; anticipate needs, resolve conflicts, and build buffers
Drive attendee coordination, agendas, materials, and pre-reads; ensure all meetings are show-up ready
Proactively connect dots across leaders and teams; suggest when to consolidate or sequence related discussions

Travel and Expense Management

Manage end-to-end travel (flights, hotels, ground) with complete itineraries and contingency planning
Handle rapid changes and troubleshooting with minimal disruption to executive timelines
Own expense reconciliation, receipt capture, coding, and timely submission; follow up proactively on gaps

Inbox and Communications Stewardship

Triage executive inboxes; draft standard responses; flag true priorities and deadlines
Track follow-ups and commitments to ensure nothing falls through the cracks
Interface professionally with internal teams, vendors, investors, and external partners

Event and Offsite Ownership

Independently plan and execute team offsites and corporate events from concept to debrief
Lead venue sourcing, vendor negotiations, budget tracking, logistics, catering, A/V, and communications
Deliver seamless experiences without hand-holding or basic how-to questions

Documents, Projects, and Stakeholder Support

Draft and format slide decks and documents to professional standards
Manage files and materials; assemble briefing packets and meeting books
Coordinate board/investor scheduling, gift logistics, relationship tracking, and cross-functional follow-ups
Track action items post-meeting and drive accountability across teams

Skills, Knowledge and Expertise

Required:

Senior-level EA experience supporting founders/C-level executives for 5+ years; not a first or second EA role
Proven, end-to-end ownership of team offsites and corporate events (venue/vendor selection through on-site execution and debrief)
Demonstrated excellence in complex calendar orchestration across multiple executives and stakeholders
Advanced experience with full-cycle travel and expense management in fast-paced, high-change environments
Strong written communication and executive presence; able to represent leaders with discretion and judgment

Your superpowers are...

Technical: Google Workspace or Microsoft 365 power user; expert Google/Outlook calendar management; expense tools (e.g., Expensify/Concur); travel platforms; Slack/Zoom; presentation building
Operational: Vendor sourcing and negotiation; budget tracking; project plans, run-of-show, and debriefs; file and knowledge organization
Communication: Crisp writing, precise meeting prep, confident stakeholder interfacing, proactive status updates
Judgment: Independent decision-making, prioritization under pressure, ability to anticipate needs and manage trade-offs
Traits: Type A organization, high ownership, resourceful problem-solver, calm under pressure, high discretion, low-ego team player

WFH Set-Up:

Computer with at least 8GB RAM, an Intel i5 core processor/AMD Ryzen 5 Processor and up.
Internet speed of at least 40MBPS
Headset with an extended mic that has noise cancellation and a webcam
Back-up computer and internet connection
Quiet, dedicated workspace at home

You should apply if...

You are a proactive self-starter who anticipates needs and takes action without waiting for direction
You've independently run team offsites and corporate events end-to-end and love making complex logistics look effortless
You thrive in fast-moving tech/startup environments, handle last-minute changes with grace, and keep leaders focused on what matters
You connect dots across people and projects, think two steps ahead, and uphold impeccable standards in service of the executive team
You're seeking a true senior EA seat—not a training ground—and you take pride in professional maturity and discretion

What to expect...

Work Setup:

Remote position
Must have a reliable internet connection and a quiet workspace
Required to provide own computer with Intel Core i5 or something similar or higher operating system

Working Hours:

40 hours per week
Monday–Friday, 9:00 AM–5:00 PM Pacific Time

Compensation:

$9 per hour
No benefits package included

Benefits

Executive Assistant

Senior Executive Assistant- Freelance, Remote