Executive Assistant Job at Flodesk in San Francisco
Flodesk, San Francisco, CA, United States, 94199
Flodesk is one of the world's fastest-growing email marketing companies, built to help creators sell online and design emails that people love to get. Our commitment to small business owners is to create simple and intuitive tools that help them grow, nurture, and monetize their email list.
We're a remote-first company headquartered in San Francisco, California, with a team that reflects the diversity and creativity of the people we serve. Join our mission to level the playing field for small business owners through good design!
About the role
As the Executive Assistant to the CEO, you will play a key role in supporting the organization across a variety of strategic and operational tasks. Your primary focus is to organize shifting priorities to keep the CEO's focus on high impact activities. This is not a typical administrative role—it's a highly dynamic partnership that requires problem-solving, organizational skills, and the ability to thrive in an ever-changing environment. You could be a great fit if you have a knack for anticipating the needs of those around you with a "figure it out" attitude.
This role requires coordination with people across Europe, United States, and Vietnam, with a focus on working within the EST time zone.
What you'll do:
Drive priorities forward
- Maintain and regularly update a "Top Priorities" list to align with CEO's evolving goals
- Track and follow up on critical decisions amongst the CEO's direct reports, ensuring all next steps are clear and completed on time
- Anticipate changes in focus and adapt plans quickly based on new information or shifting priorities
- Own and manage the CEO's calendar, scheduling high-priority meetings and resolving conflicts proactively
- Act as the first line of communication for emails and messages—filtering, prioritizing, and responding when appropriate to internal team members and external stakeholders
- Draft, review, and refine key communications, including emails, meeting summaries, and slide decks
- Prepare agendas, briefing notes, and actionable follow-ups for all meetings
- Plan and execute team meetings, events and offsites for the CEO and CEO's direct reports; including the coordination of agendas and materials, budgets, logistics, hospitality, travel itineraries and more
- Create and maintain lightweight documentation for recurring tasks and processes to reduce repetitive explanations
- Leverage existing tools and automations to streamline workflows and reduce manual work
- Develop systems and workflows to ensure recurring issues are addressed permanently, not repeatedly resolved
- 5+ years as an Executive Assistant, ideally in a startup or high-growth environment; bonus points if you've supported executives across global time zones
- You thrive in ambiguity and stay focused through rapid change
- A "figure-it-out" mindset, solving problems independently and proposing solutions before being asked
- Strong decision-making skills, knowing when to act autonomously and when to seek input
- Exceptional written and verbal skills, with the ability to simplify complex ideas
- Skilled in tools like Slack, Superhuman, Google Workspace, and other productivity platforms
- Meticulous in managing tasks, timelines, and deliverables
- You value truth and transparency, even when it's uncomfortable
- Guided by a strong moral compass, you prioritize fairness and doing what's right
- You leave ego at the door, making decisions that prioritize our customers' needs
- $110,000 - $170,000 USD base salary; Within this range, an individual's base pay will be dependent on a variety of factors, including without limitation, job-related knowledge, skills, education, and experience
- 100% remote with monthly internet stipend
- Fully paid health insurance
- 16 weeks paid parental leave
- Unlimited flexible time off
- 401k match (US employees only)
- A front-row seat to the inner workings of a high-growth startup
- A team that values diversity and inclusion with a leadership team that's 70% women; 85% underrepresented minorities