Executive Assistant
Perpetua
About Flywheel
The Opportunity
As an Executive Assistant, you will provide high-level, administrative support to our C-suite. Serving as a trusted advisor and gatekeeper, you will manage complex priorities in a fast-paced environment, ensure seamless communication, and drive strategic initiatives on behalf of the executive leadership. This role is critical in enabling our executives to focus on high-impact priorities by providing administrative and organizational support, anticipating needs, managing sensitive information, and representing the office with utmost professionalism both internally and externally.
What You Will Do:
- Act as the primary point of contact between senior leadership, employees, clients, and external partners.
- Oversee and prioritize complex calendars, proactively resolving conflicts and ensuring executives’ time is aligned with business priorities.
- Plan, coordinate, and execute executive offsites, leadership team meetings, and high-stakes events, including agenda preparation, materials distribution, minutes, and follow-ups.
- Manage domestic and international travel arrangements, including itineraries, visas, and expense reconciliations.
- Lead and track cross-functional projects and strategic initiatives, ensuring timely execution and follow-through on action items.
- Manage onsite and offsite events and meetings, including managing vendors, payment, meeting materials, agenda, etc.
- Anticipate executive needs, proactively identifying and addressing operational and administrative issues to optimize workflow.
- Prepare and manage executive reports, dashboards, and presentations for internal and external stakeholders, including board-level materials.
- Build strong working relationships across all levels of the organization, acting as a culture carrier and ensuring the executive office is represented with professionalism and excellence.
- Exercise independent judgment in handling urgent and sensitive matters, escalating as appropriate.
- Maintain a pulse on organizational priorities and act as a thought partner to the executive team, providing insight and recommendations when appropriate.
Who You Are:
- 7+ years of experience as an Executive Assistant, with at least 3 years supporting C-level executives in high-growth or complex organizations.
- Demonstrated experience managing highly confidential information and sensitive issues with integrity and discretion.
- Strong business acumen and ability to understand organizational priorities, anticipating the needs of senior leadership.
- Exceptional organizational skills and ability to manage multiple high-priority projects simultaneously, often under tight deadlines.
- Strong relationship-builder, skilled at influencing, negotiating, and collaborating across all levels of an organization.
- Excellent written and verbal communication skills, with experience preparing executive-level communications and presentations.
- Advanced expertise in Microsoft Office Suite, and virtual conferencing platforms.
- Proactive, resourceful, and adaptable, with a continuous improvement mindset.
- High emotional intelligence, professionalism, and the ability to remain composed under pressure
Working at Flywheel
- We have office hubs across the globe where team members can go to feel productive, inspired, and connected to others - team members go into Hub Offices 3x a week
- Flexible vacation time
- Great learning and development opportunities
- Benefits that help you live your best life
- Parental leave and benefits
- Volunteering opportunities
- If you’re looking to connect with teammates on a topic of inclusion and identity, chances are there’s an ERG for that.
- So you know: The hired candidate will be required to complete a background check
- Learn more about us here: Life at Flywheel
The Interview Process:
Inclusive Workforce
Flywheel Commerce Network’s goal is to create a culture where all individuals of all backgrounds feel comfortable in bringing their authentic selves to work. We want all people to feel included and empowered to contribute fully to our vision and goals. Flywheel Commerce Network is an Equal Opportunity Employer and participates in E-Verify. All applicants will receive fair consideration for employment. We do not discriminate based upon race, color, religion, sex, sexual orientation, age, marital status, gender identity, national origin, disability, or any other applicable legally protected characteristics in the location in which the candidate is applying.
If you have any accessibility requirements that would make you more comfortable during the application and interview process, please let us know at recruitment@flywheeldigital.com so that we can support you.