Executive Assistant

Axios•Arlington, VA

5d•Remote

About The Position

Axios is hiring a Virginia-based Executive Assistant to support its Chief Operating Officer (COO), coordinate group meetings across her teams, and partner with the Chief of Staff on cross-functional projects and strategic initiatives. The role divides its time roughly equally between direct support for the COO and cross-functional coordination and project support. The Chief of Staff sets priorities for strategic initiatives, projects, and broader team support. The position is remote-optional, and candidates are eligible for salary ranges based on their location. The Executive Assistant will manage the COO’s calendar and travel, coordinate meetings and follow-ups, maintain project plans and status updates, prepare research and materials, support assigned workstreams, and coordinate communications. Success means the COO’s calendar reflects her priorities, meetings and travel are well organized, follow-ups and projects have clear ownership and progress, and the Chief of Staff receives reliable project support and useful materials. Team members are expected to develop AI literacy and use AI tools responsibly to improve productivity, creativity, and efficiency.

Requirements

Experience managing executive calendars and priorities, with strong scheduling and logistics skills in a fast-moving organization.
Excellent prioritization, time management, and attention to detail, with a proactive approach to anticipating needs and adapting as priorities change.
Clear, concise communication and confidence coordinating across multiple executives and teams, keeping colleagues and external contacts informed when plans change.
Strong writing and editing skills, including preparing internal and external communications, adapting tone and content for different audiences, and accurately and discreetly capturing an executive’s voice.
Sound operational judgment, including anticipating and solving routine problems, assessing urgency, making decisions with limited guidance, recognizing when to escalate, and handling confidential information discreetly.
Strong coordination skills, including organizing meeting preparation and follow-ups, tracking deadlines, and collaborating with executive assistants and accountable owners.
Experience coordinating projects across teams and turning broad goals into organized plans, tracking progress, and following through without constant direction.
Ability to synthesize information and prepare clear written updates and presentations, with curiosity about business priorities and how teams work together.
Comfort using Google calendar, document, and collaboration tools to organize schedules and follow-ups.
Some experience and comfort using AI tools, with curiosity to learn more and apply them thoughtfully to day-to-day work.
Entrepreneurial spirit and passion for Axios’ mission.

Responsibilities

Manage the COO’s calendar strategically, aligning commitments with priorities and proactively resolving routine scheduling conflicts.
Learn the COO’s priorities and working preferences; resolve routine scheduling and logistical issues independently and provide the Chief of Staff with options when decisions or trade-offs need escalation.
Schedule complex group meetings across the COO’s teams in coordination with executive assistants and participants.
Own meeting logistics, invitations, and materials; anticipate preparation needs and coordinate changes so participants know where to be and what to prepare.
Coordinate the COO’s business travel end to end, maintain accurate itineraries and calendar details, and proactively manage changes with relevant partners.
Organize agreed follow-ups from group meetings, track owners and deadlines, and flag dependencies or outstanding items to the Chief of Staff.
Maintain project plans, timelines, and status updates; coordinate cross-team inputs, follow up with owners, and surface risks, dependencies, or decisions requiring the Chief of Staff’s attention.
Gather and synthesize information, conduct research, and draft concise briefs, presentations, and updates for planning, leadership discussions, and decisions.
Own defined workstreams and special projects assigned by the Chief of Staff and identify practical improvements to coordination, documentation, and team processes.
Draft, edit, and coordinate internal and external communications for the COO and Chief of Staff, including team updates, stakeholder correspondence, and meeting follow-ups; coordinate input, review, and approval and ensure messages are clear, accurate, and timely.
Handle sensitive information with discretion and keep the COO and Chief of Staff informed of changes affecting their plans.
Use AI tools thoughtfully in day-to-day work and continue developing AI literacy.

Benefits

401(k) with employer match
Robust PPO and High Deductible health insurance options on the Blue Cross Blue Shield network
Employer Health Savings Account (HSA) contribution for the high deductible health plan option
Dental and vision coverage
Primary caregiver 12-week paid leave
Generous vacation policy, plus holidays
One mental health day per quarter
Annual learning and development stipend
$100 monthly work-from-home stipend
Tele-mental health services through Headspace
OneMedical membership, including tele-health services
Personal health advocacy resources through HealthAdvocate
Inclusive fertility, hormonal health, and family forming benefits through Carrot Fertility
Access to the Axios Employee Support Fund for employees facing financial hardship or emergencies
Increased work flexibility for parents and caretakers
Virtual company-sponsored social events
A strong and positive work environment
A commitment to an open, inclusive, and diverse work culture