Executive Assistant
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Job Description
Executive Assistant responsible for managing schedules and supporting executives at Fleetio's remote SaaS company. Coordinating travel, meetings, and confidential projects with high-level discretion.
Responsibilities:
- Manage complex calendars across time zones, ensuring alignment with strategic priorities
- Act as a gatekeeper—triaging communications, prioritizing requests, and managing the flow of information
- Plan and coordinate complex domestic and international travel, including flights, accommodations, transportation, and itineraries
- Provide real-time support for travel changes or disruptions, identifying quick solutions as needed
- Maintain flexibility and availability outside standard working hours to support executive travel needs
- Coordinate leadership meetings, offsites, dinners, and executive events
- Attend select meetings to capture action items and ensure follow-ups are documented and tracked
- Maintain organized meeting notes, agendas, and follow-up documentation
- Prepare executive-level correspondence, presentations, and documents
- Coordinate internal and external meetings, including agendas, preparation materials, and follow-up actions
- Anticipate meeting needs, including preparation time, materials, context, and attire
- Perform pre-meeting checks to confirm attendance, agendas, and logistics (room setup, food, beverages, A/V, etc.)
- Support executive relationship management by tracking key contacts, follow-ups, and touchpoints
- Assist with thoughtful outreach, scheduling, and follow-through for external partners, investors, and stakeholders
- Serve as a professional point of contact for high-priority external communications
- Build strong, trust-based relationships across the organization
- Lead or co-lead cross-functional projects—scoping work, building timelines, coordinating stakeholders, and delivering outcomes
- Step in to support or manage programs that require short-term leadership or coordination
- Handle sensitive information with discretion and produce consistently high-quality work
Requirements:
- 3+ years of experience as an Executive Assistant or in a similar administrative support role
- Experience supporting senior leaders in a fast-paced or high-growth environment
- Strong organizational and time-management skills with excellent attention to detail
- Clear, professional written and verbal communication skills
- High level of discretion and confidentiality
- Ability to pivot quickly, manage multiple priorities, and operate independently
- Proficiency with modern tools (Google Workspace, Slack, Asana, Notion, Zoom etc.)
Benefits:
- Multiple health/dental coverage options (100% coverage for employee, 50% for family)
- Vision insurance
- Incentive stock options
- 401(k) match of 4%
- PTO - 4 weeks (increases at year two!)
- 12 company holidays + 2 floating holidays
- Parental leave - birthing parent (16 weeks paid) non-birthing (4 weeks paid)
- FSA & HSA options
- Short and long term disability (short term 100% paid)
- Community service funds
- Professional development funds
- Wellbeing fund - $150 quarterly
- Business expense stipend - $125 quarterly
- Mac laptop + new hire equipment stipend
- Fully stocked kitchen with tons of drinks & snacks (BHM only)
- Remote working friendly since 2012 #LI-REMOTE
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