Remote independent - contractor Virtual Assistant supporting a CEO and event strategy firm’s team operations. Managing calendars, vendors, Airtable systems, documents, and administrative workflows.
About the role
- Executive Assistant supporting Cohere’s Communications and Marketing leaders. Managing calendars, travel, meetings, documentation, and special projects for a security-first enterprise AI company.
Responsibilities
- Manage day-to-day schedules for the Communications and Marketing leadership team, including calendaring and booking meetings and commitments
- Coordinate internal and external meetings and assist with related documentation
- Arrange international and domestic travel and logistics, including flights, accommodations, scheduling, and expense reconciliation
- Identify ways to add value and proactively take on tasks that improve leadership-team productivity
- Optimize operations and processes and share ideas with the team
- Support special projects such as team events, offsites, and community-building activities
- Communicate with internal and external stakeholders while maintaining strict confidentiality
- Create and maintain internal documentation, share knowledge, and format leadership-team communications
Requirements
- 3–7 years of experience working as an Executive Assistant, Administrative Assistant, or equivalent experience
- Anticipate others’ needs and work proactively to address them
- Previous experience partnering with senior leaders in a fast-paced, growing, innovative environment
- Experience managing multiple calendars, demonstrating flexibility and problem-solving abilities to adjust or prioritize schedules
- Candidates based in the Eastern timezone (Toronto/New York etc)
- Authorization to work in the country of residence
- Experience as an executive assistant, experience in a high-growth tech environment, and experience supporting a Marketing or Communications executive are assessed in the application form
Benefits
- Offers equity
- A weekly lunch stipend of $75/£75 or equivalent in your local currency for lunch
- Full health and dental benefits, including a separate budget for mental health
- RRSP matching, 401K, Pension Scheme
- 100% Parental Leave top-up for up to 6 months, for either parent
- Annual enrichment benefits: Arts & culture, fitness/wellness, quality time, and a workspace improvement credit
- Education & learning stipend for conferences, courses, and coaching
- 6 weeks of paid vacation (30 working days)
- Budget for traveling to other offices if you are remote, plus an annual company offsite
- Daily lunch program, snacks, and regular community and social events for office-based employees
- Co-working benefit for employees not near an office
- $500 home office stipend
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