Executive Assistant (US Based)

brightfin

1d • $85,000 - $95,000 • Remote

About The Position

brightfin provides clients with a suite of IT financial management and managed software subscriptions to enable organizations to rationalize, comprehend, normalize, optimize, and allocate spend to clearly show IT’s value in delivering revenue, services, and organizational enablement for the enterprise.

brightfin is hiring an Executive Assistant who thrives in fast-moving environments and brings calm, order, and momentum to the executive office. This role supports the CEO/CHRO/CFO through heavy calendar management, meeting coordination, executive communications, and operational follow-through. This is a high-trust, high-judgment role for someone who is proactive, assertive (in the right ways), and exceptional at driving outcomes. You’ll be at the center of how the company runs day-to-day — ensuring leaders are aligned, prepared, and operating at high velocity.

What Success Looks Like
The CEO’s time is protected and optimized, with minimal friction and maximum leverage.
Meetings are purposeful, prepared, and followed through.
Leadership team coordination is consistent, clean, and reliable (especially across time zones).
Board-related scheduling and communications are handled with professionalism, accuracy, and discretion.
The People/HR function is supported with responsive, detail-oriented administrative execution when needed.

Requirements

• 5+ years of experience supporting senior executives (CEO/President/GM-level strongly preferred).
• Proven ability to manage high-volume scheduling with competing priorities in a fast-paced environment.
• Strong executive presence: polished written and verbal communication, confident follow-through, sound judgment.
• High attention to detail — consistently accurate in calendars, logistics, documentation, and communications.
• Strong PowerPoint and presentation support skills: formatting, slide clean-up, layout, and executive-ready output.
• Comfortable operating with ambiguity and shifting priorities; thrives in a “figure it out” environment.
• High discretion and ability to handle confidential information with maturity and professionalism.
• Tech fluent: comfortable with modern productivity tools (Google Workspace or Microsoft 365, Slack, Zoom, calendar systems, expense tools).

Responsibilities

• Own and manage the CEO’s complex calendar: prioritization, sequencing, time-blocking, and conflict resolution.
• Schedule and coordinate internal and external meetings across multiple time zones; manage logistics end-to-end.
• Drive meeting preparation: agendas, pre-reads, attendee coordination, and follow-ups/action tracking.
• Maintain high-quality communications on behalf of the CEO as needed (email coordination, scheduling messages, confirmations).
• Anticipate needs, spot issues early, and keep priorities moving without needing reminders.
• Provide backup scheduling and coordination support for executive leadership team members when needed.
• Support executive operating rhythm: weekly leadership meeting logistics, cadence communications, action tracking.
• Partner closely with the CHRO to keep leadership coordination tight during growth and integration phases.
• Coordinate travel logistics for the CEO and provide backup travel support for the leadership team (air, hotel, ground, itineraries).
• Own expense management and reconciliation for the CEO and support T&E processes for executives as needed.
• Maintain clean documentation and timely submissions; follow company policies and deadlines.
• Coordinate board meeting logistics: scheduling, calendars, meeting links, and attendee communications.
• Support preparation workflows by tracking timelines, reminders, and distribution needs (in partnership with CEO/CHRO/CFO).
• Communicate with board members and external stakeholders with polish, discretion, and urgency.
• Coordinate corporate events such as leadership offsites, planning sessions, customer events, and team gatherings.
• Manage logistics, vendor coordination, run-of-show support, and post-event follow-up.
• Support the CHRO with basic administrative execution
• Assist with People team coordination tasks during peaks (integration activities, communications rollouts, company-wide programs).

Benefits

• brightfin offers a comprehensive health, dental and vision benefits package.
• Paid time off. We strongly believe in work-life balance and taking time for yourself.
• 401K with employer match

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed