Executive Assistant

About Our Client

Our client, Swooped, believes that when the world connects through sports, it becomes a better place. This innovative sports and communication platform is dedicated to simplifying youth sports, allowing more time for play. The company fosters an environment where jobs are exciting, teammates are supportive, and leaders are inspiring. They empower individuals to bring big ideas and small egos, earning recognition as a "Best Places to Work" and one of the "100 Best Remote-First Places to Work."

About The Role

Swooped is seeking an experienced and highly proactive Executive Assistant to provide essential support to members of the Executive Leadership Team (ELT). This critical position ensures leaders remain organized, focused, and operate effectively within a fast-paced, fully remote environment. Initially, this role is for contract support while the long-term structure is determined. It requires strong discretion, professional maturity, and the ability to manage multiple senior leaders with competing priorities. Candidates must be based in the EST to effectively coordinate with the executive team.

Key Responsibilities

• Keep executives organized and enhance their daily productivity by managing scheduling and supporting communication.
• Organize meetings including scheduling, sending reminders, preparing agendas, and facilitating follow-ups.
• Coordinate domestic and international travel and meeting setups for the executive team.
• Proactively review calendars to prevent conflicts and manage last-minute ELT scheduling shifts across multiple time zones (EST, CST, MT, PST).
• Educate leaders on how to work most effectively with their Executive Assistant.
• Build Monthly All Hands and Sales Team meeting agendas and slides.
• Collect and synthesize weekly status updates from direct reports and track monthly OKRs to maintain operating cadence.
• Plan and coordinate client meals, gifting, research, book events, and manage quarterly/bi-annual internal offsite logistics.
• Provide assistance wherever needed, supporting projects and solving unexpected challenges.

Required Qualifications

• 5+ years of experience as an executive assistant supporting multiple senior executives (ideally ELT-level), office administrator, or similar role.
• Strong communication skills across all mediums: in-person, written, and by video/phone.
• Exceptional organizational, prioritization, and time management skills.
• Extreme flexibility and comfort with changing priorities and ambiguity.
• Capable of handling sensitive information with utmost discretion.
• A strong customer service orientation.
• Great follow-through and passion for the mission.
• Independent and proactive with the ability to generate ideas.
• Ability to support multiple people and their competing demands simultaneously.
• Highly computer literate in Microsoft Office Suite, Google Workspace, and other SaaS applications.
• Comfortable operating in a fully remote environment and coordinating across multiple stakeholders with competing priorities.
• Polished professionalism and client readiness, including event coordination, thoughtful gifting, and interacting with senior leaders and external clients.

Compensation

The minimum hourly compensation rate for this role is $50.00 per hour, inclusive of bonuses or commissions. Compensation will be updated based on multiple factors, including relevant experience, skills, certifications, and geographic location.

Location

Swooped is a fully remote company, requiring comfort working with people in different time zones. They hire permanent US residents and do not hire in Alabama, Alaska, Delaware, District of Columbia, Hawaii, Iowa, Louisiana, Mississippi, Nebraska, New Mexico, Rhode Island, South Dakota, and West Virginia.

Opportunities to Grow

The organization provides a culture of trust, accountability, inclusivity, and opportunities to grow, along with the chance to make a lasting impact and have fun.

Total Rewards

• Remote-first work environment.
• Unlimited PTO and paid parental leave for all parents.
• 100% premium coverage of medical, dental, and vision for employees and their families.
• 401K to help with future investments.
• Annual learning and development stipend.
• Travel to locations for all-company meetings and team events.
• Generous home office allowance.
• Company SWAG upon starting and a credit on every work anniversary thereafter.
• Monthly stipend reimbursement for health & wellness.

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."

Key skills/competency

• Executive Support
• Scheduling
• Communication Management
• Travel Coordination
• Meeting Organization
• Discretion
• Google Workspace
• Microsoft Office Suite
• Remote Work
• Time Management