Executive Assistant

Executive Assistant

phData is seeking an Executive Assistant to provide high-level support to the executive leadership team, reporting directly to the Chief of Staff. This role is crucial for execution and growth, involving complex calendar management, orchestrating leadership rhythms, coordinating large-scale meetings, and contributing to strategic projects, process building, and culture initiatives in a fast-paced, AI-forward consulting company.

Key Responsibilities

Leadership Coordination

• Manage day-to-day calendars for executive team members, ensuring alignment with top priorities.
• Proactively manage leadership cadences, including 1:1s, operating reviews, and planning sessions.
• Coordinate large-scale meetings and events such as executive offsites and leadership summits.
• Serve as the primary point of contact for inbound requests to executives.
• Prepare, refine, and proofread executive materials like decks, documents, and agendas.

Collaboration & Leadership

• Build and maintain strong relationships across various departments (Executive, Finance, Sales, HR, etc.).
• Anticipate executive needs by understanding business priorities and upcoming milestones.
• Partner with the Chief of Staff to maintain leadership operating systems.
• Represent executives with professionalism and discretion.

Shape Best Practices & Culture

• Help build and refine processes for the executive office.
• Support team culture initiatives and executive events.
• Drive special projects as bandwidth allows.
• Contribute to the continual improvement of workflows and tools.

Additional Responsibilities (Senior Level)

• Act as a thought partner to the Chief of Staff on leadership operating model improvements.
• Own complex, cross-functional workstreams end-to-end.
• Mentor other administrative and coordination staff.

About You

You are an exceptional communicator, an obsessive organizer, and a calm presence adept at bringing structure to ambiguity in a high-growth, fast-changing environment. You are energized by wearing multiple hats, shifting between detailed scheduling, strategic coordination, process building, and culture work, all while maintaining confidentiality and a low-ego, collaborative mindset.

Experience

Required Qualifications

• 4+ years of Executive Assistant experience supporting C-level or VP-level leaders, preferably in a high-growth startup, consulting, or tech company.
• Proven track record managing complex calendars and coordinating executive meetings/events.
• Experience in a distributed or remote-first environment across time zones.

Functional Skills

• Advanced proficiency with Google Workspace or equivalent.
• Strong calendar management skills.
• Comfortable with collaboration tools like Slack, Zoom, and enterprise systems.
• Excellent document and deck preparation skills.
• A strong appetite for learning, including AI and new tools.

Consulting Skills

• Ability to quickly understand meeting context and prepare materials.
• Strong judgment in prioritizing executive time.
• Discretion when handling confidential and sensitive information.

Collaboration & Ownership

• Exceptional written and verbal communication skills.
• Highly organized with effective tracking systems.
• Demonstrated adaptability in evolving environments.
• Proactive, ownership-driven mindset with a solution-oriented approach.

Education

• Bachelor’s degree preferred but not required; equivalent professional experience is valued.

Preferred Qualifications

• Experience supporting founders, CEOs, or Presidents in early-stage or growth-stage companies.
• Experience coordinating board meetings and materials.
• Experience coordinating executive travel and events.

Location & Time Zone Expectations

This role is remote-first, with a strong preference for candidates near the Denver Tech Center area. Occasional in-person support for executive lunches, team events, and vendor coordination in Denver is expected. Core collaboration hours align with US Mountain Time.

Why phData?

phData is an AI-forward engineering company that helps enterprises solve complex data, machine learning, and AI challenges. We are a people-first, values-driven company emphasizing Grit, Psychological Safety, Curiosity, and Community. As an Executive Assistant, you will be central to helping leaders stay focused, keeping the organization aligned, and fostering connection.

Benefits at phData (US)

• Remote-first work environment.
• Medical, dental, and vision insurance.
• 401(k) plan with company match.
• Home office equipment stipend.
• Annual learning and development stipend.
• Competitive compensation, excellent benefits, and generous PTO.
• Wellness initiatives and team events.

Key Takeaways

• Front-row seat to a high-growth, AI-focused consulting company.
• Daily exposure to senior leaders and board-level topics.
• Opportunity to shape processes, culture, and executive operations.

phData celebrates diversity and is committed to creating an inclusive environment. We are an equal opportunity employer.

Key skills/competency

• Executive Assistant
• Calendar Management
• Meeting Coordination
• Executive Support
• Process Improvement
• Remote Work
• Google Workspace
• Communication Skills
• Organizational Skills
• AI-Forward Company