About Our Client
Our client is an advertising platform focused on elevating digital advertising through creative solutions, quality publishers, actionable data, and smart targeting. Facilitating a high volume of monthly ad transactions, they empower publishers and platforms to monetize their businesses. Their technology enables brands to connect with audiences across online video, connected television, display, and native ad formats.
Brand and enterprise clients choose them for their innovative solutions, premium formats, and dedicated experts focused on performance.
Committed to economic inclusion and diversity spending goals, the company seeks to elevate the programmatic ecosystem.
About The Role
Our client is seeking a highly organized, proactive, and entrepreneurial Executive Assistant to support their leadership team. This role requires a passion for operational excellence and process improvement, particularly those involving cross-functional collaboration and automation. The ideal candidate will excel at managing schedules, coordinating communications, and ensuring the smooth operation of the executive office. As a trusted and resourceful partner, you will demonstrate initiative and problem-solving abilities, with a focus on maximizing executive productivity.
You will collaborate extensively with teams across the company, including Finance, IT, Security, Revenue, Marketing, Legal, Engineering, and Product. You will also work alongside a team of Executive Assistants supporting other executives, partnering to achieve company goals. If you are a collaborative, solutions-oriented individual who can think on your feet, communicate effectively, and implement best practices to drive results, you are encouraged to apply.
Responsibilities
- Meeting & Calendar Management: Oversee all aspects of meeting coordination (scheduling, logistics, communication, preparation for various meeting types) and proactively manage the executive’s calendar, resolving conflicts through collaboration with other assistants.
- Senior Stakeholder Communication : Communicate directly with senior client contacts, investors and partners with the highest level of professionalism.
- Financial Administration & Budget Support: Process and code invoices/expenses, maintain financial records, and assist with managing team travel/expense budgets, procurement, and overall department budget.
- Document & Communication Management: Prepare high-quality documents (presentations, minutes, agendas), proactively manage and organize sensitive business documents (contracts, reports, correspondence) with accuracy and confidentiality. Act as the main point of contact for internal and external stakeholders.
- Team Engagement Support: Provide logistical planning and support for team events (all-hands meetings, celebrations), including bookings, agendas, and budget oversight.
- Cross-Functional Collaboration & Project Participation: Build and maintain strong working relationships across departments and manage or contribute to special projects to support business goals.
- Confidentiality: Handle sensitive information with utmost confidentiality and discretion.
Desired Skills and Experience:
- Previous experience in a fast-paced administrative or support role, with a desire to transition into a broader operations function.
- Bachelor’s degree in business administration or a related field (or equivalent experience).
- Demonstrated ability to manage and prioritize multiple projects effectively in a dynamic environment, with a proactive approach to execution.
- Entrepreneurial mindset with a proven track record of identifying needs, resolving issues, anticipating challenges, and developing solutions.
- Strong work ethic and experience collaborating across global teams to manage multiple tasks and establish priorities.
- Proficiency in utilizing AI tools to improve efficiency and streamline administrative processes, with a forward-thinking approach to adopting innovative solutions for enhanced team productivity.
- Experience with various technology tools and processes.
- Proactive and resilient in handling pressure, managing strict deadlines, and adapting to rapidly changing environments.
- Flexibility to adapt to evolving demands and environments while maintaining a high level of professionalism.
- Exceptional organizational skills with a strong attention to detail.
- Proven ability to adapt and refine communication, both written and verbal.
- Capacity and willingness to work independently as well as collaboratively within a growing team.
Ideal Candidate Profile
- Proven experience in a high-speed administrative or support role, with the ability to proactively manage and prioritize numerous projects in a fast-moving setting.
- Proven Executive Assistant experience with a strong desire to expand impact and contribute to broader operational initiatives.
- Bachelor’s degree in business administration or a related area (or equivalent practical experience).
- Entrepreneurial spirit with a history of identifying needs, solving problems, and anticipating issues to develop solutions, coupled with a strong work ethic and experience collaborating across global teams to manage tasks and set priorities.
- Proficient in using AI tools and various other technology tools and processes to boost efficiency and streamline administrative workflows, with a focus on adopting new technologies to improve team productivity.
- Proactive and resilient under pressure, capable of meeting tight deadlines and adapting to rapid changes and evolving demands while maintaining a professional demeanor.
- Exceptional organizational skills and strong attention to detail, with a proven ability to adapt and refine both written and verbal communication and the capacity to work both independently and collaboratively within a growing team.
Additional valued skills and experience
- Experience working in a technology and/or advertising technology environment
- Certified Project Management experience (e.g. Agile or Prince2)
- Team player with a positive attitude, coupled with the ability to work independently and show initiative.
- Experience in data analysis and budget management
- Consulting experience, with a focus on operations management
Benefits
- Medical, Dental & Vision Plans
- Unlimited PTO
- 401k w/ employer match
Salary Range
$90,000—$110,000 USD
Life at the Company
At the company, employees are a team of great people who like who they work with and want to make everyone around them better. This means being positive, collaborative, and compassionate. They innovate continuously.
*Full-time employees are eligible for comprehensive benefits (subject to the terms of applicable plans/policies/agreements, which will be made available to you after commencing employment).
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.”