Executive Assistant

Role Description

We are seeking a highly organized, proactive, and resourceful Executive Assistant to support our Chief Customer Officer (CCO) and VP of Marketing. This role is critical to helping two senior leaders operate efficiently by managing complex schedules, coordinating meetings and travel, and ensuring seamless day-to-day execution of priorities.

The ideal candidate is detail-oriented, thrives in a fast-paced environment, anticipates needs before they arise, and enjoys being the person who keeps everything running smoothly behind the scenes. This is a full-time remote position supporting leaders across multiple time zones.

Schedule Requirements

• This role requires availability beginning at 6:00 AM or 7:00 AM Eastern Time to support executive schedules and business operations.
• Typical working hours will be:
  • 6:00 AM – 2:00 PM ET
  • 7:00 AM – 3:00 PM ET
• Schedule may vary slightly based on business needs and executive calendars.

What you will be responsible for

• Manage complex calendars for the Chief Customer Officer and VP of Marketing, including scheduling internal and external meetings across multiple time zones, resolving conflicts, and optimizing executive availability.
• Coordinate all meeting logistics, including agendas, materials, conference links, room reservations, follow-up actions, and recurring leadership cadences.
• Serve as a key liaison between executives and internal and external stakeholders, ensuring timely communication and seamless coordination.
• Arrange and manage executive travel, including flights, accommodations, transportation, itineraries, and related logistics.
• Proactively track priorities, deadlines, action items, and commitments to help executives stay organized and focused on high-impact initiatives.
• Support planning and execution of leadership meetings, customer events, conferences, trade shows, team offsites, and other strategic initiatives.
• Manage administrative tasks such as expense reporting, invoice processing, document management, and maintaining organized records and shared resources.
• Anticipate executive needs, identify potential challenges, and proactively develop solutions to improve efficiency and effectiveness.
• Handle highly confidential and sensitive information with the utmost professionalism, discretion, and integrity.
• Support special projects and cross-functional initiatives while continuously identifying opportunities to streamline processes and improve operational efficiency.

Qualifications

• 3+ years of experience supporting senior executives, preferably in a fast-paced technology or SaaS environment.
• Experience managing complex executive calendars and coordinating across multiple stakeholders and time zones.
• Exceptional organizational skills with strong attention to detail.
• Ability to prioritize competing requests and adapt quickly to changing priorities.
• Outstanding written, verbal, and interpersonal communication skills.
• Strong problem-solving abilities and a proactive, solutions-oriented mindset.
• High level of professionalism, integrity, and discretion when handling confidential information.
• Ability to anticipate needs and operate with minimal direction.
• Tech-savvy and comfortable learning new systems and tools.
• Advanced proficiency with Google Workspace (Calendar, Gmail, Docs, Sheets, Slides).
• Experience with Slack, Zoom, and modern collaboration tools preferred.
• Positive attitude, strong sense of ownership, and willingness to jump in wherever needed.
• Legal authorization to work in the United States without the need for employer sponsorship now or in the future.
• Ability to sit for extended periods and perform extensive computer work, both of which are key aspects of this role.
• Ability to perform job duties from a home office, when applicable, utilizing necessary technology and maintaining productivity.
• Regular, reliable attendance and punctuality are essential functions of the job to ensure consistent workflow and communication.

Benefits

• Competitive compensation & comprehensive benefits—because your well-being matters.
• Flexible, family-friendly environment that supports work-life balance.
• Global team of innovators, collaborators, and go-getters who challenge and uplift one another.
• Cutting-edge AI technology that delivers real value and solves complex challenges for our customers.
• Fast-paced startup culture with endless opportunities for learning, growth, and ownership.
• A culture built on feedback, initiative, and mutual success, where your voice is heard and your potential is nurtured.
• Join us in shaping the future of automotive retail—we’re just getting started.
• Annual base starting salary: $65,000 - $70,000 depending on experience and other qualifications of the successful candidate.
• Benefits Options: Medical, Dental, Vision, Disability, Life/AD&D, EAP, 15 vacation days per year to start, 80 hours of sick leave, 12 paid holidays, paid parental leave, & 401k with company match.