[Hiring] Executive Administrative Assistant @Codeword

Role Description

Administrative professional who provides executive-level administrative support to leadership and comprehensive operational support to the broader team.

• Operational backbone connecting executive leadership, cross-functional internal teams, and external partners to ensure daily operations, schedules, and team initiatives run efficiently and seamlessly.

What You’ll Be Doing

• Manage complex calendar management for leadership, proactively resolving scheduling conflicts and prioritizing high-value meetings.
• Prepare executive correspondence, briefing documents, agendas, and presentation materials for leadership reviews.
• Collaborate with local team members on travel itineraries for executive staff.
• Gather and consolidate regional content to support leadership requests across communication channels.
• Serve as the primary liaison and gatekeeper for leadership, managing incoming requests and prioritizing communications.
• Track and follow up on leadership action items and strategic deliverables across cross-functional partners.
• Maintain strict confidentiality when handling sensitive strategic, organizational, and personnel matters.

Team Operations & Logistics Support

• Plan and execute bi-weekly team meetings and offsites, including agendas, presenter prep, team building activities, space logistics, tech setup, and catering.
• Oversee onboarding support for team members, ensuring smooth resource provisioning and access setup.
• Maintain shared team documentation, organizational charts, knowledge bases, and team distribution lists.

Communications & Special Projects

• Draft and distribute internal communications, team announcements, and operational updates on behalf of team leadership.
• Support special operational projects and process improvement initiatives to streamline department workflows.

General Operations & Production Support

• Provide leadership with updates on active projects and follow ups from email communications and meetings.
• Handle ad hoc urgent requests for content updates directly with local team members.

Qualifications

• 3–7 years of experience in administrative, operations, executive assistant, or project coordination roles.
• Highly organized and detail-oriented, with exceptional follow-through and a knack for keeping things from falling through the cracks.
• Proactive and resourceful, you see what needs to happen next and take care of it.
• Comfortable supporting senior leadership, managing competing priorities, and keeping organizational deadlines on track.
• A strong communicator who can confidently coordinate with coworkers, clients, and leadership.
• Comfortable giving and receiving constructive feedback when it’s needed to keep things moving.

Benefits

• Flexible work hours.
• Minimum 20 days paid vacation annually.
• 401k + financial wellness support.
• Health Insurance (medical, dental, life, pet, mental health services).
• Home office allowance.
• Bi-annual Wellness Credits.
• Monthly Technology Credit (to offset internet / phone costs).
• Comprehensive Parental Leave Policy.

Your Compensation

People – that's you! – are the heart of our business, and we believe in pay transparency. Our budget for this role is $45 - $60/hour depending on experience.

Equal Opportunity

Codeword provides equal employment opportunity and doesn’t discriminate against employees or applicants because of age, race, color, religion, gender, national origin, veteran status, disability, sexual orientation, gender identity or expression, marital status, or other legally protected class status.

Diversity and Inclusion

Codeword works hard to foster a diverse team and an inclusive workplace where everyone thrives.