Executive Assistant and Operations Coordinator

About Our Client

Our client, a leader in creator-led growth, serves over 1,300 global brands and agencies by making businesses more human and humans more impactful. Operating with values like intentionality, excellence, collaboration, and being a good human, the company consistently earns accolades as a top employer and a fastest-growing company. They embrace a flexible work model blending in-person and remote collaboration to foster innovation and cater to diverse work styles. Join this dynamic team to transform the industry together.

About The Role: Executive Assistant and Operations Coordinator

The Executive Assistant and Operations Coordinator provides essential high-level administrative support to the CEO and CFO, while also managing office operations in support of the Chief People Officer. This pivotal role ensures seamless communication, efficient co-working space functionality, and provides teams with access to necessary resources for independent work. Acting as a crucial liaison between executives, internal teams, and office management, the position demands a balance of executive support with operational coordination within a fast-paced environment. The ideal candidate is exceptionally organized, adaptable, proactive, possesses strong problem-solving skills, and naturally manages priorities with precision.

Key Responsibilities

Executive Support & Coordination

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

Co-Working Space Coordination

• Guidance & Support: Direct team members to relevant Notion pages for location-specific information, including conference room bookings, day passes, and policy access.
• Workspace Coordination: Track office usage, assist with contract renewals, and provide usage reports to HR for strategic planning.
• Financial Coordination: Collaborate with Finance to ensure timely rent and utility payments for all co-working spaces.
• Security & Access Management: Guide team members on obtaining keycards or temporary access, ensuring adherence to established procedures.
• Information Management: Maintain and update office-related resources in Notion, ensuring accuracy and accessibility.
• Office Logistics Support: Assist with workspace adjustments like coordinating moves or redesigns, focusing on support rather than daily management.
• Vendor & Contract Tracking: Monitor lease agreements, renewal deadlines, and vendor contracts, escalating issues as needed.

Required Qualifications

• A natural talent for administration, thriving on organization, structure, and precise execution of operational tasks.
• Proven experience in executive administration, office management, travel coordination, and expense processing.
• Exceptional organizational and multitasking abilities to seamlessly manage executive support and office operations.
• Dynamic and adaptable, comfortable in a fast-paced environment, adjusting priorities, and solving problems efficiently.
• Excellent communication skills for effective liaison 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 utmost discretion and professionalism.
• Proactive and resourceful, taking initiative, working independently, and adept at managing multiple priorities.

What you will get from Swooped

• People: Collaborate with talented, collaborative, and friendly individuals who are passionate about their work.
• Guidance: Access a comprehensive learning platform for training and tools to ensure success from day one.
• Surprise Meal Stipends: Enjoy meal stipends to enhance your work-from-home experience.
• Work/Life Harmony: Benefit from 15 days of vacation, floating and set holidays, a wellness allowance, and paid parental leave.
• Whole Health Package: Comprehensive medical, dental, vision, life, and disability insurance, among other benefits.
• Savings: Participate in a 401k (USA) plan to support your financial planning.
• Work-from-Home Stipend: Receive assistance to set up an optimal home office environment (or use it for other personal needs).

Compensation, Benefits, and Beyond

A comprehensive benefits package is a significant part of the overall compensation at Swooped. Review the benefits and perks for more insight into total compensation.

Key skills/competency

• Executive Support
• Operations Coordination
• Calendar Management
• Travel Logistics
• Expense Management
• Google Suite
• Notion
• Project Tracking
• Communication Skills
• Confidentiality