Remotehey

About Our Client

Our client is the operating system for creator-led growth, trusted by more than 1,300 global brands and agencies.

The mission is to make businesses more human, and humans more impactful. The company operates by its values — be intentional, pursue excellence every day, embrace the journey together, and be a good human — every day. The organization has earned the title of best companies to work for in multiple programs. It has been named a Fastest-Growing Company in North America on the Deloitte Technology Fast 500™ for four years, was named a leader in IDC MarketScape: Worldwide Influencer Marketing Platforms for Large Enterprises, was named a Leader by The Forrester New Wave™: Influencer Marketing Solutions, and has been consistently recognized by G2 as a Leader, and is rated 5 stars on Influencer MarketingHub. The company operates in a flexible work model that combines both in-person and remote work to boost collaboration, enhance innovation, and adapt to individual work styles.

The team is seeking passionate, innovative minds to join its journey. Be a part of this dynamic team and help transform the industry together!

About The Role

The Executive Assistant & Operations Coordinator provides high-level administrative support to the CEO and CFO while coordinating office operations in support of the Chief People Officer. This role ensures smooth communication, efficient co-working space operations, and access to resources that enable teams to work independently. Acting as a liaison between executives, internal teams, and office management, the position balances executive support with operational coordination in a fast-paced environment. The ideal candidate is highly organized, adaptable, and proactive, with strong problem-solving skills and a natural ability to manage priorities and execute with precision.

Key Responsibilities

Executive Support & Coordination

• Calendar Management: Assist in managing complex scheduling for executive leadership, prioritizing meetings across multiple time zones.
• Meeting & Event Coordination: Plan and coordinate internal meetings, leadership retreats, town halls, and company-wide events.
• Travel Logistics: Handle executive travel arrangements, including flights, accommodations, transportation, and detailed itineraries.
• Expense Management: Process and track executive and company expenses, ensuring compliance with finance policies.
• Purchase Orders: Create and process purchase orders (POs) as needed for executive and operational expenses, coordinating with finance and procurement teams.
• Project & Deadline Management: Support executives with meeting preparation, project tracking, and key deadline management.
• Stakeholder Communication: Act as a liaison between executives and key stakeholders, facilitating seamless communication.
• Cross-Functional Collaboration: Assist in coordinating communication and alignment between teams.

Co-Working Space Coordination

• Guidance & Support: Direct team members to relevant Notion pages for location-specific information, including booking conference rooms, obtaining day passes, and accessing key policies.
• Workspace Coordination: Track office usage, assist with contract renewals, and provide usage reports to HR for planning purposes.
• Financial Coordination: Work with Finance to ensure timely rent and utility payments for co-working spaces.
• Security & Access Management: Support team members with guidance on obtaining keycards or temporary access, ensuring they follow established procedures.
• Information Management: Maintain and update office-related resources in Notion, ensuring accuracy and accessibility.
• Office Logistics Support: Assist with workspace adjustments as needed, such as coordinating moves, redesigns, or workspace optimizations, but not managing them day-to-day.
• Vendor & Contract Tracking: Monitor lease agreements, renewal deadlines, and vendor contracts, escalating issues as needed.

Required Qualifications

• A natural gift for administration —thrives on organization, structure, and executing operational tasks with precision.
• Experience in executive administration, office management, travel coordination, and expense processing.
• Strong organizational and multitasking abilities to seamlessly manage both executive support and office operations.
• Dynamic and adaptable —enjoys working in a fast-paced environment, adjusting priorities, and problem-solving on the fly.
• Excellent communication skills to liaise between executives, teams, and office management.
• Proficiency in Google Suite, expense management platforms (e.g., Navan, Expensify), and facility management tools (e.g., WeWork, Industrious).
• Ability to handle confidential information with discretion and professionalism.
• Proactive and resourceful —takes initiative, works independently, and thrives on managing multiple priorities.

What you will get from the company:

• People: work with talented, collaborative, and friendly people who love what they do.
• Guidance: utilize the learning platform to fully get the training and tools you’ll need to become successful here from your first day.
• Surprise meal stipends: work from home can’t stop the enjoyment of someone else making a meal for you!
• Work/life harmony: 15 days vacation, floating and set holidays, wellness allowance, and paid parental leave.
• Whole Health Package: medical, dental, vision, life, disability insurance, and more.
• Savings: a 401k (USA) plan to help you plan ahead.
• Work from home stipend: to assist you in setting up a home office that works for you (or buy a new dog leash - your choice!).

Compensation, benefits, and beyond:

A comprehensive benefits package plays a significant role in overall compensation. To gain more insight into the various components of total compensation, you are invited to review the benefits and perks.

Compensation

$116.5K – $127K • Offers Equity

The organization is a global leader in creator-led growth, providing an enterprise-grade platform that unifies creator marketing across paid, owned, earned, commerce, and community channels. Trusted by over 1,300 global brands and agencies, the company enables organizations to leverage the creator economy as a strategic growth engine through advanced intelligence, strong compliance and security, and deep integrations with major social platforms. Headquartered in Los Angeles with offices worldwide, the company is deeply committed to diversity, inclusion, and collaboration, fostering an environment where people can thrive while driving innovation in the marketing industry.

Note:

“We are not the EOR (Employer of Record) for this position. Our role in this specific opportunity is to connect outstanding candidates with a top-tier employer. Swooped helps candidates around the world to discover and stay focused on the jobs they want until they can complete a full application in the hiring company career page/ATS.”