Executive Assistant - Remote

Symetra•,

11d•$33 - $55•Remote

About The Position

Symetra is seeking an energetic, detail-loving, multi-tasking Executive Assistant (EA) to support two to three executives in their Technology and Operations organization. As an EA, you will be a trusted partner to the leaders you support, ensuring their days run smoothly and their calendars are managed effectively. You will also be part of a team of EAs supporting the leaders of the 1,000+ person Tech and Ops organization. This role requires collaboration, communication, and a good sense of humor. Responsibilities include managing complex calendars, coordinating meetings across time zones, supporting in-person and hybrid meetings, creating and formatting presentations, drafting communications, planning events, managing travel and expenses, and providing general administrative support.

Requirements

Proven track record of experience as an EA.
Fluent in modern tech tools, including AI tools like Microsoft Copilot and ChatGPT.
Ability to anticipate needs.
Sharp eye for detail.
Thrive in a fast-paced environment.
Experience with Microsoft Office and Teams.
Experience with expense management systems (e.g., Concur).
Strong PowerPoint skills.
Comfortable turning an executive brain dump into a polished, visually compelling presentation.
Must be currently authorized to work in the United States and maintain authorization throughout employment.
Minimum Internet Speed: 100 Mbps download and 20 Mbps upload.
Internet Type: Fiber, Cable (e.g., Comcast, Spectrum), or DSL.
Must be on video for all interviews after the initial phone screen.

Nice To Haves

Genuinely enjoy bringing order to the chaos.

Responsibilities

Manage and prioritize executive calendars with a high level of ownership and judgment.
Navigate frequent scheduling conflicts by making thoughtful trade-offs and recommendations.
Coordinate meetings across time zones, ensuring the right people are in the right place at the right time.
Communicate changes clearly and proactively to attendees and stakeholders.
Ensure all updates are accurately reflected when meetings are canceled or moved.
Reserve conference rooms, arrange necessary equipment, and coordinate catering for in-person or hybrid meetings.
Capture and distribute meeting notes and action items.
Prepare agendas and pre-reads to ensure meetings are productive and well organized.
Coordinate logistics for large team and department meetings, including scheduling and follow-up.
Create new presentations, including writing, editing/proofreading, formatting, and design.
Edit existing presentations to be more visually appealing.
Proofread or format existing presentations.
Draft, edit, and proofread a variety of communications on behalf of executives, including emails, reports, and presentations.
Ensure all communications are clear, polished, and aligned with a professional and respectful tone.
Serve as a point of contact for internal stakeholders, representing executives with professionalism and discretion.
Plan and coordinate team events, offsites, and organizational initiatives.
Manage logistics for events, including venues, catering, materials, and communications.
Handle purchasing, gift coordination, and invoice reconciliation.
Coordinate and book travel, building thoughtful itineraries that balance efficiency, cost, and executive preferences.
Anticipate travel needs and proactively adjust plans as schedules shift.
Track and maintain detailed, accurate expense records.
Prepare and submit expense reports in Concur in a timely manner, ensuring compliance with company policies.
Reconcile receipts, follow up on missing information, and keep everything organized and audit ready.
Order office supplies and track department equipment and inventory as needed.
Maintain organized electronic files and team resources (e.g., Sharepoint).
Track and help manage project timelines, deliverables, and priorities on behalf of executives.
Provide light project management support to ensure key initiatives stay on track.
Follow up on action items and help drive completion across teams.