Executive Assistant

Executive Assistant

Remote (must be located in PST or MST time zone)

About This Opportunity

As an Executive Assistant, you will provide comprehensive support to the CEO. Approximately 75% of your time will focus on corporate functions associated with Frontline Wildfire Defense, and 25% on personal or other business functions. You will play a critical role in managing the CEO's professional and personal priorities, ensuring seamless operations and maximizing efficiency. This is an exciting opportunity to work closely with leadership in a dynamic, mission-driven environment.

Key Responsibilities

Executive Support & Administration

• Support the CEO by handling both executive and administrative functions.
• Act as a true right-hand to the CEO by understanding their goals, rhythms, voice, and priorities.
• Maintain a real-time awareness of the CEO's priorities, schedule, relationships, and personal values.
• Create and manage executive dashboards, presentations, and case study analysis.
• Own and run special projects end-to-end on behalf of the CEO - scoping the work, driving it to completion, and reporting back on outcomes without needing day-to-day direction
• Secure and maintain corporate administrative credentials for the CEO.
• Track and submit professional expense reports in a timely and accurate manner.

Strategic Support & Anticipation

• Contribute to specialized projects that are designed to enhance and support the strategic initiatives of the CEO.
• Assist in strategic planning by participating in leadership meetings, providing insights, and helping to prepare business plans and presentations that align with organizational goals.
• Convert voice notes, brainstorming sessions, and raw ideas into polished emails, documents, and communications.
• Use AI tools to accelerate the CEO's output - drafting, summarizing, researching, and synthesizing information at speed while maintaining the CEO's voice and judgment.
• Build and refine AI-assisted workflows, prompts, and automations that reduce manual work across the CEO's recurring responsibilities.
• Conduct Research: gather and summarize data on market trends, competitor actions, and performance to help inform executive decisions.
• Enhance Workflows: research new tools and methods to assist the executive and the team in working more effectively.

Calendar & Communication Management

• Proactively manage a complex professional calendar across multiple time zones, anticipating scheduling conflicts, and prioritizing appointments based on strategic objectives.
• Schedule and facilitate meetings: prepare agendas, presentations and other meeting materials. Record minutes when required, and monitor action items to guarantee that meetings yield outcomes.
• Prioritize and organize daily activities to maximize executive productivity.
• Act as the primary point of contact; manage and triage all CEO inboxes, managing correspondence, screening phone calls, and drafting documents with professionalism and alignment.

Travel Coordination

• Arrange and manage all aspects of professional and personal travel, including flights, accommodations, ground transportation and detailed itineraries.

Personal Support

• Maintain the executive's personal calendar, including reservations, appointments, and social engagements.
• Handle sensitive personal information with the utmost confidentiality and discretion.

Qualifications

• Minimum of 5 years of experience assisting C-level and senior executives in a dynamic and fast-paced setting.
• Previous experience in fast-growing or mission-driven organizations is a plus!
• Exceptional organizational, time-management, and multitasking skills.
• Stay calm under pressure, be resourceful in ambiguous situations, and always think several steps ahead.
• Exceptional written and verbal communication skills that are clear, polished, and thoughtful.
• Demonstrated hands-on proficiency with AI tools (ChatGPT, Claude, or similar) - you actively use them in your daily work and can show how they have made you meaningfully faster or better.
• Tech-savvy and quick to adopt new tools, especially Google Workspace, Slack, and calendar management platforms. Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Power BI).
• High level of integrity, professionalism, and discretion.
• Ability to adapt to changing priorities and manage a dynamic workload.
• Familiarity with travel booking platforms and expense management systems.

Compensation & Benefits

• Competitive salary: $125,000 - $150,000 DOE
• Company-provided cell phone and laptop
• Medical, Dental, and Vision Insurance
• 401(k) retirement plan
• Flexible time off + 14 paid holidays (yes, your birthday is one of them!)
• Work-from-home stipend to support your remote setup
• Remote-first work environment, with occasional onsite presence in Jackson, WY
• Company-provided equipment
• Join a high-performing, mission-driven team doing work that truly matters
• And much more!

Join Our Mission!

If you're excited about building technology that protects homes and families from wildfire disasters, we want to hear from you! Apply today and become part of a fast-growing team with purpose and innovation at its core.

Diversity and inclusion are essential values at Frontline. We know we'll do our best and most impactful work when we feel represented, and we belong. We encourage talented people from a wide variety of backgrounds and experiences to apply. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.