Executive Operations Assistant

Swooped is a Talent Platform (not a staffing agency). We are not the employer for this role and do not make hiring decisions. Clicking "Apply" takes you to Swooped to review the role and hiring company details.

About the Opportunity

Are you dedicated to excellence and eager to advance your career? Passionate about technology and startups? Excited to work with some of the most innovative early-stage companies in the world? If so, this role is the place for you!

Why This Role?

This is a fast-growing full-service finance and accounting consulting firm with a presence in major startup hubs across the US. The remote teams specialize in providing fractional CFO and accounting services to venture-backed emerging growth clients, supporting their journey from inception to over $50M in revenue.

What This Role Offers:

• Collaborative Environment: Work alongside a talented team with extensive experience in venture-backed companies. The organization believes in teamwork and values the unique insights and creativity each member brings.

• Culture of Growth: The organization thrives on the challenges presented by diverse and exciting clients, offering unparalleled learning and professional development opportunities.

• Mentorship and Training: The organization is committed to nurturing talent and providing ongoing mentoring and training to help you grow personally and professionally.

• Flexibility: The organization understands the importance of balance and is dedicated to maintaining a culture that supports your career and personal life.

The Organization's Values:

• Lasting Relationships: Build solid and enduring connections with clients and team members.

• Data-Driven Insights: Leverage data to drive intelligent decisions and impactful results.

• Growth-Focused Mindset: Embrace opportunities for continuous improvement and innovation.

• Collaboration-First: Prioritize teamwork and believe the best solutions come from working together.

• Culture-Conscious: Foster a supportive and inclusive culture where everyone can thrive.

Join this team and be part of an organization that's shaping the future of finance and accounting for startups. Let's grow together!

Role Overview

The Executive Assistant will provide comprehensive administrative, operational, and strategic support to the Partner, ensuring their time, priorities, and responsibilities are managed efficiently and effectively. This role is responsible for owning the day-to-day coordination of the Partner’s schedule, tasks, and operational commitments, enabling them to focus on high-impact leadership activities.

As the primary administrative partner, this individual will serve as the central coordinator between the Partner and internal team members—managing calendar logistics, maintaining accurate time tracking, supporting staffing coordination, and proactively ensuring key priorities and deliverables remain on track.

Key Responsibilities

Calendar Management & Scheduling

• Serve as the primary owner of the Partner’s calendar, ensuring meetings, priorities, and commitments are organized and optimized.
• Schedule, coordinate, and adjust internal and external meetings while proactively resolving scheduling conflicts.
• Prepare daily and weekly calendar overviews to ensure visibility into upcoming priorities and commitments.
• Ensure meeting agendas, materials, and relevant information are organized and accessible ahead of scheduled meetings.
• Manage rescheduling, cancellations, and follow-up coordination with professionalism and efficiency.

Time Tracking & Administrative Coordination

• Maintain accurate daily time tracking by entering timesheet entries based on scheduled meetings and calendar activities.
• Coordinate with internal teams as needed to confirm accurate time allocation across clients and internal initiatives.

Staffing Coordination & Capacity Management

• Assist with staffing coordination by communicating with team members regarding current workload, capacity, and availability.
• Gather and organize information from team members regarding bandwidth, project assignments, and potential staffing needs.
• Follow up with individuals and leadership to ensure appropriate alignment between work demands and team capacity.
• Provide administrative support to staffing discussions, including tracking assignments and coordinating follow-up actions.

Operational & Task Management Support

• Act as a key accountability partner to the Partner by tracking ongoing priorities, commitments, and action items.
• Provide reminders and structured follow-up to ensure completion of daily and weekly tasks and responsibilities.
• Maintain task lists, project trackers, and operational checklists to ensure key initiatives remain organized and on schedule.
• Assist with coordinating operational initiatives and addressing administrative tasks as needed to support leadership priorities.
• Identify opportunities to improve workflow efficiency and proactively recommend organizational improvements.

Executive Support & Communication Management

• Serve as a gatekeeper and communication liaison for the Partner, helping manage inbound requests and prioritizing responses.
• Draft, organize, and manage communications as needed, ensuring timely and professional correspondence.
• Coordinate internal follow-ups to ensure requests, decisions, and action items are communicated clearly and completed.
• Maintain confidentiality and discretion when handling sensitive information and leadership discussions.

Required Qualifications

• Exceptional organizational and time management skills with the ability to manage multiple priorities simultaneously.
• Strong attention to detail and ability to maintain accurate records and administrative documentation.
• Ability to proactively anticipate needs and follow through on tasks with minimal oversight.
• Strong interpersonal communication skills with the ability to coordinate across multiple team members.
• High level of discretion and professionalism when handling confidential or sensitive information.
• Comfortable holding leadership accountable for schedules, tasks, and follow-ups in a professional and constructive manner.
• Ability to operate in a fast-paced environment and adapt to shifting priorities.

Qualifications

• 3+ years of experience supporting senior executives, partners, or business owners in an Executive Assistant or similar administrative role.
• Experience managing complex calendars, scheduling logistics, and executive-level coordination.
• Prior experience supporting operational coordination, staffing discussions, or internal team workflows preferred.
• Strong proficiency with calendar management tools, communication platforms, and administrative software.
• Demonstrated ability to manage executive priorities and maintain organization across multiple workstreams.

Location/Travel

• Remote - Pacific Time Zone, preferred but not required
• Ability to travel at least twice a year for All-Staff Retreats & Regional Meetups

Reports To: Partner

Hourly Rate: $45-65/hr.

Position Status: Part-Time, non-exempt, up to 20 hours per week

Final Notes

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

The hiring company is an equal opportunity employer and is committed to a diverse workplace. People from diverse racial, ethnic and cultural backgrounds, women, LGBTQ+ individuals, and persons with disabilities are highly encouraged to apply.