Executive Assistant to the CEO - Software Engineering Company - Remote

JamPot is a fractional talent and support business that connects exceptional professionals with growing founders and leadership teams. They are seeking a highly skilled and well-organized Executive Assistant to provide high-level administrative and operational support to founders and senior leaders, ensuring efficient day-to-day operations.

Responsibilities:

• Manage complex calendars, schedule meetings, and coordinate appointments across multiple time zones
• Coordinate domestic and international travel arrangements, including flights, accommodations, itineraries, and expense tracking
• Prepare, edit, and organize professional documents, reports, presentations, and executive communications
• Serve as the primary point of contact for internal and external stakeholders, managing emails, calls, and correspondence with professionalism and discretion
• Organize and maintain digital files, records, project documentation, and company databases
• Assist in preparing meeting agendas, documenting action items, and tracking follow-ups to ensure timely completion
• Support project coordination by monitoring priorities, deadlines, and key deliverables across business and technical initiatives
• Collaborate with cross-functional teams including software engineers, product teams, operations, and leadership to facilitate efficient communication and workflow
• Coordinate company events, team meetings, conferences, workshops, and client engagements
• Assist with vendor management, software subscriptions, procurement, and administrative operations as needed
• Conduct research, gather information, and prepare summaries to support executive decision-making
• Help manage and prioritize incoming requests, ensuring urgent matters are addressed promptly and appropriately
• Support the executive in maintaining focus on strategic initiatives by proactively identifying opportunities to improve processes and operational efficiency
• Handle confidential information with a high level of professionalism, integrity, and discretion
• Respond to and manage client requests, special projects, and ad hoc assignments with exceptional attention to detail and a solutions-oriented mindset

Requirements:

• Minimum of 3 years of experience as an Executive Assistant, Executive Administrator, Operations Coordinator, or similar support role
• Proven experience supporting C-level executives, founders, business owners, or senior leadership teams
• Exceptional organizational and time management skills with the ability to manage multiple priorities simultaneously
• Strong verbal and written English communication skills
• Highly proficient in Google Workspace (Gmail, Calendar, Docs, Sheets, Slides) and Microsoft Office applications
• Comfortable using modern workplace and collaboration tools such as Slack, Zoom, Notion, Asana, ClickUp, Trello, Jira, or similar platforms
• Experience managing complex calendars, scheduling across multiple time zones, and coordinating meetings
• Strong attention to detail with excellent follow-through and accountability
• Ability to handle confidential and sensitive information with professionalism and discretion
• Resourceful, proactive, and capable of working independently with minimal supervision
• Strong problem-solving skills and ability to anticipate executive needs
• Experience coordinating travel arrangements, event planning, and executive logistics
• Comfortable working in a fast-paced startup or technology-driven environment
• Ability to collaborate effectively with technical and non-technical stakeholders
• Reliable high-speed internet connection and a professional remote work setup
• Experience supporting executives within a software, technology, SaaS, startup, or engineering-focused company
• Familiarity with software development workflows and project management environments
• Experience using AI productivity tools such as ChatGPT, Claude, Gemini, or similar platforms
• Basic understanding of project coordination, business operations, or process improvement initiatives
• Experience managing special projects and cross-functional initiatives