Executive Assistant

phData

1d•Remote

About The Position

We are looking for an Executive Assistant to support phData’s executive leadership team, with a direct reporting line to the Chief of Staff. In this role, you will be a key partner in execution and growth: managing complex calendars, orchestrating leadership rhythms, coordinating large-scale meetings (including board and leadership team sessions), and stepping into strategic projects, process-building, and culture-shaping work as the company scales. This is a high-trust, high-ownership role for someone who can move seamlessly between detailed execution and big-picture context in a fast-paced, AI-forward consulting company.

Requirements

4+ years of Executive Assistant experience supporting C-level or VP-level leaders, ideally in a high-growth startup, consulting firm, or technology company.
Demonstrated track record managing complex, multi-leader calendars and coordinating executive-level meetings and events.
Experience working in a distributed or remote-first environment with stakeholders across time zones.
Advanced proficiency with Google Workspace (Calendar, Gmail, Docs, Sheets, Slides) or equivalent productivity tools.
Strong experience with calendar management, including color-coding, time blocking, holds, travel buffers, and scenario planning when priorities shift.
Comfortable using collaboration tools such as Slack, Zoom, and enterprise systems (e.g., Salesforce, expense systems, travel tools) or able to learn them quickly.
Excellent document and deck hygiene (consistent formatting, clear structure, and high attention to detail).
Appetite to learn: from AI to new systems and tools. We are a company that prides itself in curiosity.
Ability to quickly understand the context behind meetings (purpose, stakeholders, decisions) and reflect that in invites, agendas, and prep materials.
Strong judgment on what deserves executive time vs. what can be delegated, declined, or handled asynchronously.
Comfort working with confidential information, board-level materials, and sensitive personnel topics with discretion.
Exceptional communication skills: clear, concise, and professional in both writing and on calls; able to draft emails, summaries, and follow-ups on behalf of executives.
Highly organized and reliable, with strong systems for tracking open items, deadlines, and dependencies across multiple executives.
Demonstrated adaptability in environments where roles, processes, and priorities evolve quickly; able to re-plan calmly when things change.
A proactive, ownership-driven mindset: you don’t just execute requests, you anticipate needs and propose solutions.

Nice To Haves

Prior experience supporting founders, CEOs, or Presidents in early-stage or growth-stage companies.
Experience helping to coordinate board meetings and materials, including logistics, agendas, pre-reads, and action tracking.
Experience coordinating executive travel, small offsites, and client dinners or events.

Responsibilities

Own day-to-day calendar management for members of the executive team (including the CEO and select SLT members as needed), ensuring time is consistently aligned to top priorities, key results, and critical relationships.
Proactively manage leadership rhythm: design and maintain a clear cadence of 1:1s, operating reviews, board/committee meetings, and planning sessions, ensuring the right people are in the right meetings with the right prep.
Coordinate large-scale, high-visibility meetings and events (e.g., executive offsites, all-hands, leadership summits), including logistics and work with the Chief of Staff to prepare and conduct follow-up.
Serve as a first point of contact and gatekeeper for inbound requests to executives, triaging, routing, and responding on their behalf when appropriate.
Prepare, refine, and proofread materials (decks, docs, agendas, recaps) in partnership with the Chief of Staff and executive team, ensuring a high bar for clarity, polish, and follow-through.
Build strong, trusted working relationships across Executive, Finance, Sales, Delivery, HR, Recruiting, and Operations teams; act as a connector who keeps stakeholders aligned on schedules, decisions, and next steps.
Anticipate executive needs by understanding business priorities, upcoming milestones, and key risks; surfacing issues early and proposing options to resolve conflicts.
Partner closely with the Chief of Staff to shape and maintain leadership operating systems, including how agendas are set, decisions are documented, and actions are tracked.
Represent executives with professionalism and discretion in all interactions (internal and external), reinforcing phData’s culture and values.
Help build and refine processes that make the executive office run smoothly (e.g., standardized meeting templates, briefing formats, travel playbooks, event checklists).
Support team culture initiatives, including executive team events, offsites, recognition moments, and informal gatherings that strengthen relationships across the leadership team.
Drive special projects as bandwidth and skills allow (e.g., research, light project coordination, vendor coordination, support for strategic initiatives and OKRI programs).
Contribute to the continual improvement of how we work by suggesting and implementing tools, templates, and workflows that improve efficiency and transparency.
Act as a thought partner to the Chief of Staff on leadership operating model improvements, including meeting design, decision rights, and information flows.
Own complex, cross-functional workstreams end-to-end (e.g., recurring board-prep process, multi-day executive offsites, annual planning support).
Mentor other administrative and coordination staff at phData, sharing best practices and helping to raise the bar on executive support across the company.

Benefits

Remote-first work environment with flexibility and trust in how you manage your day.
Medical, dental, and vision insurance for you and your family.
401(k) plan with company match.
Home office equipment stipend to support an effective remote setup.
Annual learning and development stipend for courses, conferences, books, and certifications.
Competitive compensation, excellent benefits, and generous PTO plus company holidays.
Additional perks such as wellness initiatives, team events, and opportunities to engage in internal communities (ERGs, working groups, and interest-based groups).
A front-row seat to how a high-growth, AI-focused consulting company is run.
Daily exposure to senior leaders and board-level topics.
The chance to shape not just schedules and logistics, but processes, culture, and how the executive team operates as we scale.