[Hiring] Executive Assistant @Aledade PBC

Role Description

The Executive Assistant (EA) serves as a strategic executive business partner supporting 3-4 assigned senior leadership members (SVPs+). Moving beyond traditional administrative support, the EA leverages organizational insight to optimize executive efficacy, proactively mitigate operational risks, and streamline cross-functional workflows. Operating in a fast-paced environment, this role acts as a trusted gatekeeper and operational liaison, ensuring leadership focus remains strictly aligned with company priorities.

Primary Duties:

• Strategic Calendar & Time Architecture:
  • Own and strategically manage complex executive calendars, acting as the ultimate optimizer, gatekeeper, and time manager.
  • Proactively identify and resolve scheduling conflicts for high-volume, multi-stakeholder meetings; educate internal parties on proper engagement protocols.
  • Execute coordinated vetting processes for offsite events, internal retreats, and external gathering requests to ensure executive alignment with corporate priorities.
• Executive Meeting Management:
  • Serve as the expert for virtual (Google Meet/Zoom) and internal/external in-person executive meetings, owning end-to-end logistics, travel integration, and room coordination.
  • Manage the full meeting lifecycle — developing agendas, distributing pre-reads, attending key staff meetings, capturing minutes, and driving action-item follow-ups along with the executives.
  • Support high-stakes engagements, which may include board meetings, speaking engagements or team staff meetings by managing materials and execution.
• Communications & Inbox Triage:
  • Manage and triage large influxes of executive email and departmental Slack correspondence; independently filter, prioritize, flag time-sensitive matters, and draft strategic responses.
  • Draft, edit, and consolidate executive communications, newsletters, presentations, and formal memos.
  • Act as a primary point of contact for internal departments and key external stakeholders, independently resolving inquiries or escalating appropriately.
• Operational, Financial, & Travel Management:
  • Provide comprehensive travel management, leveraging third-party travel systems to book complex travel itineraries.
  • Act as an expense delegate in Expensify; and serve as an approval proxy for direct reports.
  • Own or assist with team-wide operations including onboarding/offboarding coordination, access permissions (Google, Slack, distribution lists), organizational charts, PTO approval proxy duties.
  • Handle routine workflows and contract management, including organizing and tracking documents in tools like Ironclad to keep leadership operations running smoothly.
• Technology Partnership & AI Integration:
  • Tech Support Liaison: Act as the primary point of contact for the executive’s technical needs, including coordinating hardware/software requests, resolving basic access issues, and serving as the bridge to IT support to ensure smooth daily operations.
  • Support the execution and communication of cross-functional updates while ensuring key strategic deadlines are achieved.
  • Leverage AI-driven tools (e.g., Gemini, Claude) to streamline administrative workflows, automate routine deliverables, and scale team productivity.

Qualifications

• 6+ years of relevant work experience, with 3+ years of direct experience as an executive administrative assistant or executive business partner.
• Available to work across various time zones and/or non-traditional working hours on occasion, as needed.
• Proven adaptability and a strong willingness to learn new technologies, including emerging AI tools and platforms.

Requirements

• In-depth understanding of executive team operations and corporate dynamics.
• Advanced ability to manage complex calendars and negotiate scheduling across multiple executives.
• Exceptional verbal and written communication skills with strong presentation formatting capabilities.
• Strong organizational, problem-solving, and time-management skills with meticulous attention to detail.
• Exercise strong discretion while handling highly confidential, sensitive information.
• Hands-on experience with Google Workspace, AI tools (preferably Claude), Navan, Expensify, and UKG.
• Experience utilizing AI-powered tools to streamline administrative tasks and improve team-wide productivity.

Benefits

• Flexible work schedules and the ability to work remotely are available for many roles.
• Health, dental and vision insurance paid up to 80% for employees, dependents and domestic partners.
• Robust time-off plan (21 days of PTO in your first year).
• Two paid volunteer days and 11 paid holidays.
• 12 weeks paid parental leave for all new parents.
• Six weeks paid sabbatical after six years of service.
• Educational Assistant Program and Clinical Employee Reimbursement Program.
• 401(k) with up to 4% match.
• Stock options.
• And much more!