• Proven experience with email and calendar management • Manage the owner’s email and LinkedIn, interacting with clients on her behalf with high-level customer service and professional "voice". • Oversee a complex calendar, manage all Zoom calls, and capture comprehensive notes that drive action items • Lead the onboarding process for new clients and pull together high-impact presentations for meetings • Maintain the CRM (ActiveCampaign) by reconciling contacts and performing high-level sales administrative activities • Manage digital content and ensure all postings into the Learning Management System (LMS) are accurate and timely • Manage file structures in Google Drive and project workflows in Asana, utilizing advanced worksheet knowledge to track data

• Manage complex calendars across multiple time zones • Coordinate internal and external meetings, ensuring alignment across stakeholders • Plan and execute domestic and international travel end-to-end • Prepare and track expense reports in partnership with Finance • Provide backup support for the CEO’s office during peak periods • Support executive meetings, off-sites, and team events • Draft professional communication (email, Slack) and handle sensitive information with discretion • Identify and improve processes to make executive support more efficient

Role Description VirtueStaff is seeking a high-level, confident Executive Assistant to serve as a strategic partner to our client. This is not an "order-taker" role; we need a proactive thinker who will learn the nuances of the business to serve clients and manage operations with autonomy. You will be the primary gatekeeper for communications, the architect of client onboarding, and the manager of our digital content and sales systems. The ideal candidate thrives in a fast-paced environment and leverages AI and modern tech to stay three steps ahead of the schedule. Responsibilities - Proven experience with email and calendar management - Manage the owner’s email and LinkedIn, interacting with clients on her behalf with high-level customer service and professional "voice". - Oversee a complex calendar, manage all Zoom calls, and capture comprehensive notes that drive action items - Lead the onboarding process for new clients and pull together high-impact presentations for meetings - Maintain the CRM (ActiveCampaign) by reconciling contacts and performing high-level sales administrative activities - Manage digital content and ensure all postings into the Learning Management System (LMS) are accurate and timely - Manage file structures in Google Drive and project workflows in Asana, utilizing advanced worksheet knowledge to track data - Proven experience as an Executive Assistant working directly for a business owner in a fast-paced, busy environment - Exceptional critical thinking skills; must be proactive and anticipate needs before they are articulated - Advanced knowledge of ActiveCampaign, Asana, and Google Drive - Strong Excel/Sheets knowledge and data exposure - Highly proficient in using AI tools to increase efficiency and speed - High attention to detail, the ability to learn on the fly, and a confident "executive presence" in client-facing interactions Work Environment - Work From Home - Performance Bonus

Role Description Symetra is on the lookout for an energetic, detail-loving, multi-tasking master Executive Assistant (EA) to support two to three busy executives in our Technology and Operations organization. As an Executive Assistant in Technology and Operations, you’ll be a trusted partner to the two to three leaders you support, helping keep their days running smoothly and their calendars (mostly) under control. You’ll also be part of a small but mighty team of EAs who support the leaders of our 1,000+ person Tech and Ops organization. Collaboration, communication, and a good sense of humor go a long way with this group. One minute you’re planning a launch celebration, the next you’re solving a scheduling puzzle that would make a chess player proud. Calendar management is a big part of this role. Some executives have calendars that are frequently double- and triple-booked. You’ll be the person who brings order to the chaos—prioritizing, negotiating time and making smart calls to keep everything moving. What you will do - Calendar management - Manage and prioritize executive calendars with a high level of ownership and judgment. - Navigate frequent scheduling conflicts by making thoughtful trade-offs and recommendations. - Coordinate meetings across time zones, ensuring the right people are in the right place at the right time. - Communicate changes clearly and proactively to attendees and stakeholders. - Ensure all updates are accurately reflected as meetings are canceled or moved. - Meeting support - Reserve conference rooms, arrange necessary equipment and coordinate catering as needed for in-person or hybrid meetings. - Capture and distribute meeting notes and action items when needed. - Prepare agendas and pre-reads to ensure meetings are productive and well organized when requested. - Coordinate logistics for large team and department meetings, including scheduling and follow-up. - Presentation creation, formatting and design - Create new presentations, including writing, editing/proofreading, formatting, and design. - Edit existing presentations to be more visually appealing. - Proofread or format existing presentations. - Communications - Draft, edit, and proofread a variety of communications on behalf of executives, including emails, reports, and presentations. - Ensure all communications are clear, polished and aligned with a professional and respectful tone. - Serve as a point of contact for internal stakeholders, representing executives with professionalism and discretion. - Event planning - Plan and coordinate team events, offsites and organizational initiatives. - Manage logistics for events, including venues, catering, materials and communications. - Handle purchasing, gift coordination and invoice reconciliation. - Travel and expense management - Coordinate and book travel, building thoughtful itineraries that balance efficiency, cost, and executive preferences. - Anticipate travel needs and proactively adjust plans as schedules shift. - Track and maintain detailed, accurate expense records. - Prepare and submit expense reports in Concur in a timely manner, ensuring compliance with company policies. - Reconcile receipts, follow up on missing information and keep everything organized and audit ready. - General support - Order office supplies and track department equipment and inventory as needed. - Maintain organized electronic files and team resources (e.g., Sharepoint). - Track and help manage project timelines, deliverables and priorities on behalf of executives as needed. - Provide light project management support to ensure key initiatives stay on track as needed. - Follow up on action items and help drive completion across teams as needed. Qualifications - Proven track record of experience as an EA. - Fluent in modern tech tools, including AI tools like Microsoft Copilot and ChatGPT. - Sharp eye for detail and thrives in a fast-paced environment. - Experience with Microsoft Office and Teams, as well as expense management systems (e.g., Concur). - Strong PowerPoint skills, comfortable turning an executive brain dump into a polished, visually compelling presentation. Compensation - Hourly Range: $32.80 – $54.64 plus eligibility for annual bonus programs. Work Authorization - Employer work visa sponsorship and support are not provided for this role. - Applicants must be currently authorized to work in the United States at hire and must maintain authorization to work in the United States throughout their employment with our company. Identity Verification - Candidates will be required to be on video for all interviews after the initial phone screen. - Symetra will take affirmative steps at key points in the process to verify that a candidate is not seeking employment fraudulently. - Failure to comply with verification procedures may result in disqualification from the recruitment process or withdrawal of a job offer.