Job Details

Executive Assistant & Virtual Office Manager

The Company is seeking an experienced Executive Assistant & Virtual Office Manager to provide senior-level administrative support to the Chief Executive Officer (CEO), Chief Technical Officer (CTO), and broader leadership team. This role is responsible for supporting strategic business operations through executive administration, calendar and travel management, meeting coordination, event planning, office operations oversight, vendor management, and special project leadership. The position also serves as a key operational resource, ensuring efficient day-to-day business functions across multiple work locations while maintaining a high degree of professionalism, confidentiality, autonomy, and adaptability. This is a remote position with the ability to travel for special events as needed.

Responsibilities

• Provide high-level administrative support to executive leadership, including the CEO, CTO, and leadership team.
• Manage complex calendars, meeting schedules, travel arrangements, expense reports, and executive correspondence.
• Prepare for meetings, presentations, and events by coordinating agendas, materials, logistics, and meeting documentation.
• Record and distribute meeting minutes and follow-up actions as needed.
• Collaborate closely with executive leadership and cross-functional teams to support business initiatives and operational priorities.
• Exercise sound judgment and operate independently while handling confidential and sensitive information.
• Support team members with administrative needs, including presentation preparation, guest coordination, and onboarding activities.
• Serve as the first point of contact for company phone and email communications, ensuring inquiries are routed appropriately.
• Manage relationships with vendors and external service providers while supporting purchasing and operational activities.
• Prepare expense reports, support corporate card administration, and assist with purchase reconciliation activities.
• Perform administrative functions including invoicing, data entry, shipping and receiving coordination, and vendor management.
• Oversee office security, badge administration, life-safety initiatives, and compliance with facility requirements.
• Support operational needs across multiple office locations and remote workspaces.
• Assist with facilities coordination, health and safety initiatives, and site operational activities.
• Design, plan, coordinate, and execute meetings, conferences, company events, off-sites, and leadership gatherings.
• Lead and support cross-functional special projects that require strong organizational skills and independent execution.
• Maintain a proactive, service-oriented, and solutions-focused approach while supporting evolving business needs.
• Coordinate effectively with internal and external stakeholders, including global collaborators and partners.

Education Requirements

• High school diploma or GED required.
• Advanced administrative training or administrative certification preferred.

Experience Requirements

• Minimum of 8 years of advanced administrative, executive support, or related experience.
• Demonstrated experience supporting senior executives and leadership teams.
• Experience managing multiple priorities and projects in a fast-paced environment.
• Experience coordinating meetings, events, travel arrangements, and executive-level communications.
• Experience working with cross-functional teams and diverse stakeholder groups.
• Experience operating independently while managing confidential and sensitive information.

Required Skills

• Executive-level administrative support and calendar management.
• Travel coordination and expense reporting.
• Meeting planning, facilitation support, and documentation.
• Vendor management and operational coordination.
• Office operations and workplace administration.
• Budget, purchasing, invoicing, and expense management support.
• Corporate phone and email management.
• Event planning and coordination.
• Strong organizational and time management skills.
• Exceptional attention to detail and accuracy.
• Ability to manage multiple priorities, deadlines, and stakeholder requests simultaneously.
• Strong written and verbal communication skills in English.
• Ability to maintain confidentiality and exercise professional judgment.
• Strong interpersonal skills with the ability to interact effectively at all organizational levels.
• Ability to work independently while collaborating with geographically dispersed teams.
• Proficiency in administrative processes, technology platforms, and business systems.
• Reliable, adaptable, flexible, and service-oriented approach.

Preferred Skills

• Administrative certification or advanced administrative training.
• Experience supporting executive leadership in a highly regulated or corporate environment.
• Experience coordinating global stakeholders, partners, and international teams.
• Experience managing office operations across multiple business locations.
• Demonstrated success leading special projects with minimal supervision.
• Strong event management and large-scale meeting coordination experience.
• Ability to thrive in dynamic environments requiring agility and a strong "can-do" attitude.

Pay Transparency: The typical base pay for this role across the U.S. is: $44.75 - $44.75 /hour . Non-exempt positions are eligible for overtime at a rate of 1.5 times the base hourly rate for all hours worked in excess of 40 in a work week, or as required by state or local law. Final offer amounts, within the base pay set forth above, are determined by factors including your relevant skills, education and experience. Full-time employees are eligible to select from different benefits packages. Packages may include medical, dental, and vision benefits, health savings accounts with qualified medical plan enrollment, 10 paid days off, 3 days paid bereavement leave, 401(k) plan participation with employer match, life and disability insurance, commuter benefits, dependent care flexible spending account, accident insurance, critical illness insurance, hospital indemnity insurance, accommodations and reimbursement for work travel, and discretionary performance or recognition bonus. Sick leave and mobile phone reimbursement provided based on state or local law.