Executive Assistant

Job at Filecoin Foundation



Full time

Job Description

Filecoin Foundation is looking for a dynamic and highly-organized Executive Assistant who is proactive and motivated. Exceptional communication and interpersonal skills and the ability to seamlessly manage multiple priorities will be critical to succeed in this role. Your day to day will primarily consist of managing and prioritizing a steady stream of requests, meetings, and trips, as well as anticipating how your Executives want these priorities to be handled. You will also need to be comfortable interacting with high-level executives in addition to balancing the needs and requirements of multiple parties and being confident and prepared to pitch in wherever necessary. If you thrive in a fast-paced environment and have in-depth knowledge of Google apps for business, this role is for you.


  • Manage the executive’s calendar for efficiency in professional and personal priorities, coordinating all meetings and calls both domestically and internationally.
  • Monitor executive’s inbox meticulously and thoughtfully, highlighting action items and follow ups, as well as ghost writing on the executive’s behalf when required.
  • Monitor multiple messaging platforms on an ongoing basis for executive’s requests and tasks.
  • Prepare notes, agendas, and gather relevant information and documents for meetings.
  • Support Events department for offsite events. Manage executive’s logistics for such events, including travel and onsite support when requested.
  • Manage and book all related travel requests on behalf of the executive and coordinate appropriate travel and expenses for reimbursement.
  • Track action items and key issues to closure with a high degree of integrity and accountability.
  • Follow up with executive’s direct reports for project status and action items.
  • Continuously look for ways to bring the organizational threads together for a cohesive big-picture overview.
  • Work with a diverse range of individuals at all levels in the organization.
  • Provide back-up to other organizational EA’s when needed.
  • Assist with special assignments and projects as needed.
  • Light personal assisting tasks from time to time.

Your Profile

  • 3+ years experience supporting one or more executives or other relevant experience working directly with executives
  • Bachelor’s degree or equivalent work experience
  • Highly organized and detail-oriented with complex calendar management experience
  • Ability to manage multiple requests and priorities – staying calm under pressure, exercising judgment, and seeing beyond the day-to-day to anticipate changing needs.
  • Excellent verbal and written communication skills and interpersonal skills
  • Strong Proficiency with Google Apps (Gmail, Google Docs, Google Calendar), Microsoft Office, and video conferencing tools such as Zoom and Google Meet
  • Creative, flexible, and innovative team player with the ability to take initiative
  • Comfortable working in a decentralized environment, with non-traditional hierarchy structure
  • Able to handle highly sensitive and confidential material
  • Ability to work autonomously and make decisions as needed
  • Open to working flexible hours when needed

Must Haves

  • Quick and avid learner – able to quickly process and synthesize information; curious and willing to roll up your sleeves and dive into unknown
  • Proactive self-starter - able to take initiative to solve problems while knowing when to ask questions and leverage others; always thinking one step ahead
  • Communicator – concise and strong communication skills, both verbal and written
  • Collaborative – work well with anyone from analysts to senior leaders
  • Unstructured problem solver – able to work in the gray with limited context, while identifying sustainable solutions to solve complex business issues
  • Innovative – no limits mindset, creative and innovative solutions; constantly thinking about ways to improve current processes
  • Detail-oriented and organized – rigorous project management and organization to drive to timelines and keep stakeholders aligned

The salary range for this role takes into account the wide range of factors that are considered in making compensation decisions including but not limited to skill sets; experience and training; licensure and certifications; and other business and organizational needs.

At Filecoin Foundation, total compensation includes base salary, FIL/Tokens and exceptional benefits and perks. A reasonable base salary estimate of the current range for this positions is $110,000 - $135,000.

Company: Filecoin Foundation

Skills: virtual assistant executive

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