Executive Assistant

*This is hybrid role, onsite in Tampa, FL 2-3 times per week; we’re not considering fully remote applicants. 

Your Role as an Executive Assistant: 

We are seeking a highly organized, proactive, and technology-savvy Executive Assistant to provide comprehensive administrative and operational support directly to our executive team, CEO and President.

This role is a critical force-multiplier, requiring exceptional judgment, integrity, and the ability to operate independently. The ideal candidate will anticipate needs, manage complex projects, and serve as a professional and confidential liaison between the CEO, the leadership team, investors, and external partners.

A Day in the Life of an Executive Assistant: 

Executive and Calendar Management

• Proactive Calendar Ownership: Manage the CEO's and President’s dynamic and complex calendars, prioritizing meetings to align with strategic business objectives and protecting focus time for high-leverage work.
• Meeting Preparation: Prepare agendas, presentations, and briefing materials for all internal and external meetings (including Board meetings, investor updates, and client pitches).
• Meeting Follow-Up: Track and follow up on key action items from executive and leadership meetings, ensuring accountability and timely execution across departments.

Communication & Gatekeeping

• Inbox Triage: Manage and filter the CEO's and President’s email and communication channels (Slack, etc.), prioritizing time-sensitive requests and drafting responses on behalf of the executive.
• Stakeholder Liaison: Act as the professional point of contact for internal teams, clients, investors, and board members, handling all communications with professionalism and discretion.
• Confidentiality: Handle sensitive company information, including financial data, HR matters, and strategic plans, with the utmost discretion and integrity.

Travel, Events, and Operations

• Complex Travel Logistics: Plan and coordinate domestic and international travel (flights, accommodations, ground transportation) with detailed, comprehensive itineraries, anticipating and resolving potential travel conflicts.
• Expense Management: Prepare and submit detailed expense reports in a timely manner.
• Event Coordination: Assist in planning and executing company-wide events, executive offsites, and client dinners.
• Project Support: Lead or support special projects and research initiatives as assigned by the CEO or President, which may involve cross-functional coordination (e.g., assisting with M&A due diligence, compiling market research).

What You’ll Need: 

• Five years of experience directly supporting C-level or Senior Executive leaders, preferably within a global SaaS, Technology, or high-growth environment.
• Exceptional written and verbal communication skills, including proven experience drafting high-quality internal and external communications.
• Expert-level proficiency with digital tools: Google Workspace (or Microsoft Office Suite), Slack, Zoom, and familiarity with common SaaS tools (e.g., CRM like Salesforce/HubSpot, or Project Management tools).
• Demonstrated ability to exercise strong judgment and make independent, proactive decisions in a fast-paced setting.
• Meticulous organizational skills and keen attention to detail.
• Proven ability to effectively manage logistics and support dynamic executive schedules across multiple global time zones.
• Proven track record of maintaining strict confidentiality and discretion.
• Preferred: Familiarity with reporting and/or light bookkeeping for a tech company
• Preferred: Experience supporting a leader who works directly with the Board of Directors or investors.

The Perks of Working for Appspace:

For all our US based team members, we offer a variety of benefits from competitive salaries, medical, dental and vision coverage, disability coverage, employer paid life insurance, mental health resources, 401(k) plan and a fully paid parental leave program.

Additional perks include:

• Generous PTO
• Flexible work schedules
• Remote work opportunities
• Paid company holidays
• Appspace Quiet Fridays (No non-essential internal meetings scheduled)
• A casual dress work environment