Executive Assistant

We’re seeking a highly organized and proactive Executive Assistant to provide comprehensive support to our executive team. Reporting directly to the Chief of Staff, the Executive Assistant will play a crucial role in ensuring the smooth operation of our office and supporting the executive team in various administrative tasks.

This role requires permanent remote work and availability from Monday to Friday within U.S. business hours, specifically Pacific Standard Time (PST).

Key Responsibilities:

• Provide office administrative support for our team in San Francisco, CA, working PST hours.
• Coordinate and arrange complex travel itineraries for executives, including flight bookings, hotel accommodations, ground transportation, and visa arrangements.
• Handle highly confidential and sensitive information with the utmost discretion, ensuring data security and maintaining strict confidentiality protocols.
• Manage and maintain executive-level filing systems to ensure easy access to and retrieval of information.
• Assist in preparing and coordinating board meetings, including assembling meeting materials, distributing agendas, and recording minutes.
• Develop cross-functional relationships between departments to facilitate effective communication and collaboration.

Requirements

• Fluency in English, with excellent oral, written, and interpersonal communication skills.
• Minimum of 5+ years of experience in an executive support role, preferably supporting SVP-level+ leadership.
• Professional proficiency with Google Suite (e.g., Gmail, Calendar, Slides, Docs, Sheets) and Microsoft Office tools (e.g., Word, Excel, PowerPoint), as well as Slack.
• Strong organizational skills with the ability to prioritize tasks and attention to detail.
• Ability to manage multiple projects simultaneously and thrive in a fast-paced environment.
• High integrity and a proven track record in maintaining the confidentiality of sensitive information.
• Ability to adapt to quickly changing schedules and handle last-minute requests.
• Experience working with international teams in a startup environment is a plus.
• Proactive mindset with the ability to anticipate needs and think critically.

Benefits

What you can expect working at Hireframe?

• A collaborative team of smart, hardworking, and kind colleagues who share a “get stuff done and  have fun” mentality.
• An opportunity to make your mark. Your input and feedback are not just welcomed and encouraged – they are required. You will have an opportunity to grow a team, build processes, and influence company culture.
• An opportunity to create a long, successful career at Hireframe or to use this opportunity as a stepping stone to another career path outside of this company. We’ll support you either way.
• You will learn a lot. But to do so, you will have to embrace a growth mindset and adapt to the fast pace of change at our growing company.
• Competitive compensation.
• Health insurance.
• Work-from-home. Hireframe is a distributed, remote company spanning the entire globe.