[Hiring] Executive Assistant GTM Operations @Civitech

Role Description

This role sits within Operations and directly supports the COO while partnering primarily with leaders and team members across Civitech’s Go-to-Market organization and, where relevant, supporting company-wide leadership forums. Its purpose is to increase organizational capacity by protecting executive and team focus, strengthening meeting discipline, keeping information and unresolved work moving to resolution, and helping teams use established operating structures consistently.

This role reports to the Chief Operating Officer and does not currently manage any direct reports.

Executive Support & GTM Operations

• Manage the COO’s calendar and inbox with a strong understanding of priorities and where their attention is most valuable.
• Triage messages, surface priorities, help draft or coordinate responses, and track follow-up so important items do not fall through the cracks.
• Coordinate scheduling, meeting preparation, follow-ups, and day-to-day administrative needs while helping the COO stay ahead of commitments, deadlines, decisions, and unresolved items.
• Monitor key internal Slack conversations for questions, decisions, or issues that do not yet have a clear owner or resolution; route them to the right person, track follow-up, and help close the loop.
• Own preparation and coordination for recurring meetings within the COO’s scope, including GTM operating rhythms and company-wide leadership meetings.
• Develop agendas with meeting owners, solicit agenda items and inputs, circulate agendas and materials in advance, monitor participation, and follow up on gaps, decisions, and action items.
• Apply and reinforce established meeting practices across the meetings and operating rhythms this role supports.
• Identify overlapping, duplicative, or newly created meetings and recommend when work could be combined, eliminated, or redirected into an existing meeting, workflow, or communication channel.
• Protect focus time for the COO and GTM leaders and help reduce unnecessary calendar fragmentation across the team.
• Capture key decisions, action items, owners, and follow-ups and route questions, updates, and decisions into the appropriate established channels and systems.
• Identify recurring friction, communication gaps, or inefficient patterns and partner with GTM leaders to continuously improve operating rhythms without creating unnecessary process or bureaucracy.

Qualifications

• 3–9 years of relevant experience supporting an executive, senior leadership team, or complex cross-functional organization.
• Ability to independently manage and prioritize a high-volume daily workload with minimal supervision, consistently delivering reliable, high-quality work.
• Sound judgment about when to resolve an issue independently, when to involve the appropriate owner, and when to escalate a blocker or sensitive issue.
• Excellent written and verbal communication skills, including clearly communicating progress, risks, and status and maintaining useful documentation of processes, decisions, and work in progress.
• Confidence working with senior leaders and respectfully pushing back, asking clarifying questions, and reinforcing agreed-upon expectations.
• A proactive mindset: you notice problems, inefficiencies, and loose ends and take initiative to address them.
• Strong interpersonal skills and the ability to build trust across teams; you can enforce structure without making people feel policed.
• A high degree of discretion and sound judgment when handling sensitive executive communications and confidential information.
• Comfort working in a fast-paced, remote environment where priorities can change quickly.
• Strong systems thinking and an instinct for simplifying work rather than adding layers of process.

Requirements

• Experience improving meeting practices, team operating rhythms, or cross-functional workflows (desired but not required).
• Experience working in a remote-first organization (desired but not required).
• Familiarity with common collaboration and project-management tools such as Google Workspace, Slack, and Asana or similar systems (desired but not required).

Benefits

• Medical, Vision, & Dental Insurance
• 401(k) plan
• Employee Stock Options
• Employer-paid Life Insurance
• Short/Long Term Disability Insurance
• Flexible Time Off & Paid Company Holidays
• Flexible Spending Account
• Parental Leave
• Flexible Schedules
• Professional Development Stipend
• Monthly Office Upkeep Stipend
• $75,000 - $95,000 a year