Executive Assistant

Executive Assistant to CEO & COO

Location: Remote / Hybrid (occasional travel as needed)

Employment Type: Full-Time

Reports To: CEO and COO

About the Role

We are looking for an experienced Executive Assistant to provide dedicated support to the Chief Executive Officer (CEO) and Chief Operating Officer (COO). This role requires a highly organized, dependable professional who excels at managing complex schedules, travel plans, communications, and follow-up across multiple priorities.

The ideal candidate is proactive, detail-oriented, and comfortable operating in a fast-moving environment. You'll help the executives stay focused on key objectives by managing day-to-day logistics, coordinating information flow, and assisting with projects, research, and reporting. This is a hands-on role that combines administrative excellence with strong judgment, organization and communication skills, and an ability to keep things running smoothly behind the scenes.

Key Responsibilities

1. Executive Support & Calendar Management

• Manage and coordinate calendars for the CEO and COO, scheduling / rescheduling meetings and ensuring participant availability.
• Resolve scheduling conflicts quickly, contacting participants to adjust meeting times and agendas, ensuring both executives' time is optimized.
• Provide regular daily & weekly schedule briefings, obtaining guidance from the executive and adjusting schedules accordingly.
• Assemble meeting materials, and confirm attendee preparations (as appropriate) to keep the schedules and priorities on track.
• Sit in on leadership discussions to capture action items, following up to ensure participants have completed executive requests.
• Keep a running list of key actions for the CEO/COO to provide assistance in completing those items.

2. Communication & Liaison

• Review, organize, and manage incoming emails and messages, flagging time sensitive correspondence for the executive's attention.
• Draft and send professional correspondence on behalf of executives.
• Follow up on meeting action items on behalf of executives.
• Facilitate clear communication channels between the CEO/COO and department leaders, keeping communications timely, succinct, and helpful to progress.
• Collaborate with the Director of L&D and Department Heads to prepare and proofread executive presentations for Departmental and All-Company meetings.
• Draft, proofread, and suggest edits to reports and internal communications for clarity and help ensure accuracy.
• Handle confidential information with discretion and maintain a high level of privacy, confidentiality, and professionalism at all times.

3. Project & Operational Support

• Support ad hoc projects and initiatives, including research, report development, and preparation of presentation materials.
• Track progress on company and executive priorities, ensuring follow-up on assigned tasks and deliverables.
• Gather data, summarize findings, and create concise briefings or status reports.
• Assist with documentation, process tracking, and operational follow-through for key initiatives.
• Coordinate with Department Heads to collect updates, metrics, or materials requested by executives.
• Administer the Align leadership tracking software.

4. Travel & Event Coordination

• Arrange domestic and international travel, including flights, rental cars, accommodations, and ground transportation.
• Prepare detailed travel itineraries and ensure all related documents and materials are available in advance.
• Coordinate with Event Planning team to ensure executive requirements for meeting logistics have been properly planned and accommodated.

Qualifications

• 5+ years of C-Suite executive assistant experience in a fast-paced organization.
• Exceptional organizational and time management skills with the ability to handle multiple priorities and shifting demands.
• Strong written and verbal communication skills; able to draft, proof, and edit professional correspondence and reports.
• Advanced proficiency in Google Workspace (Calendar, Docs, Sheets, Slides, Drive) and comfort with tools like Asana, Align, and Slack.
• Proactive and resourceful, able to anticipate needs, resolve issues, and stay several steps ahead.
• High degree of discretion and professionalism in handling sensitive and confidential information.
• Proven ability to manage complex scheduling and travel logistics across multiple time zones.
• Detail-oriented with strong follow-up skills, ensuring actions and commitments are completed on time.
• Collaborative and adaptable, able to work effectively with senior leaders and cross-functional teams.
• Composed under pressure, maintaining accuracy, judgment, and a calm presence in a fast-moving environment.

Compensation & Benefits

Compensation for this role is competitive and based on experience and qualifications. The company provides a full range of employee benefits, including health insurance, retirement savings, paid time off, and performance-based incentives.

We are a rapidly growing company with a passionate team dedicated to making a difference in people's lives. If you are looking for a new challenge and an opportunity to make a difference, we encourage you to apply.

Currently we are only open to remote employees residing in the following states: AZ, FL, ID, IN, KY, MI, MN, MO, NC, NE, NM, OH, OK, SC, TN, TX, UT, VA, WY

Pompa Program is an equal opportunity employer. We do not discriminate based on race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.

Any information you submit to Pompa Program as part of your application will be processed per the Company's privacy policy and applicable law.

All Pompa Program interviews are conducted via video or phone. You will never be asked to download Microsoft Teams or interviewed by text.

Pompa Program does not accept unsolicited resumes from employment agencies.

Budgeted Salary: $70-85k