Executive Assistant
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Job Description
Executive Assistant coordinating founders, hiring, finances, and cross-functional projects at Swans, a technology and automation agency serving US law firms. Growing toward a strategic operational partner role.
Responsibilities:
- Support core administrative and executive functions
- Manage founders' calendars, inboxes, and travel logistics
- Prepare and run leadership meetings and track action items to completion
- Source candidates for priority roles and conduct initial screening conversations
- Coordinate interviews and candidate communications
- Maintain organized ATS and candidate pipelines
- Support hiring research, outreach, and People Ops logistics
- Coordinate with the bookkeeper to keep finances up to date
- Conduct market research and support marketing initiatives
- Handle ongoing ad-hoc projects
- Progressively initiate, manage, and complete complex projects across marketing, recruitment, finance, legal, and other functions
- Work directly with the CEO and CTO on strategic initiatives
- Design and implement processes to organize chaos
- Free founders' time and grow toward a senior operational role
Requirements:
- 2–5 years of experience in similar roles
- Experience as a Project Manager, Executive Assistant, or similar operational role in a fast-paced environment
- Experience working in a startup or similar high-growth, chaotic environment
- Alternatively, experience in a bigger company with responsibility for managing projects end-to-end
- Proven track record of managing multiple projects simultaneously across different functions, such as marketing, finance, and HR
- Ability to exercise judgment and triage priorities independently
- Discretion when handling confidential founder inboxes, finances, and hiring conversations
- Ownership and follow-through through project completion
- Clear and concise executive communication
- Practical intelligence and proactive problem-solving
- Uses AI to work faster and automate administrative tasks
- Availability Monday–Friday, morning–evening European hours
Benefits:
- Performance-based bonus & promotion path
- Flexible benefits
- Executive coaching, certifications, and training
- Career-defining growth investment and team development
- Fully remote work
- Quarterly in-person meetups in locations all over the globe
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