Coalfire

Executive Assistant, Multi-Executive Support

Coalfire

full-time

Posted on:

Location Type: Remote

Location: United States

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Salary

💰 $53,000 - $92,000 per year

About the role

  • Manage complex calendars across multiple time zones for nine executives, ensuring proactive prioritization and alignment with strategic goals.
  • Coordinate and schedule internal/external meetings, board-related sessions, customer meetings, candidate interviews, and cross-functional engagements.
  • Prepare executives in advance of meetings, including compiling briefings, agendas, presentations, and relevant background materials.
  • Handle correspondence on behalf of executives, including drafting communications, triaging requests, and tracking follow‑ups.
  • Develop and maintain streamlined workflows across the leadership team to improve efficiency and reduce administrative bottlenecks.
  • Plan and execute logistics for all executive travel; including leadership offsites, team meetings, and company-wide events.
  • Assist with budget tracking, invoice processing, expense reporting, and purchase orders.
  • Maintain organized digital filing systems and shared knowledge repositories.
  • Serve as a liaison between executives and key internal/external stakeholders, ensuring clarity, responsiveness, and follow‑through.
  • Partner with People, Finance, Legal, Communications, and other teams to support initiatives, timelines, and deliverables.
  • Support cross-functional projects by gathering inputs, tracking milestones, and helping executives stay on schedule.
  • Handle sensitive information with the highest level of discretion.
  • Represent executives with professionalism, polish, and proactive communication - both internally and externally.
  • Draft, edit, and proofread executive communications, presentations, and documents.
  • Support organizational initiatives as assigned by the CPO, including culture programs, talent-related efforts, and strategic planning cycles.
  • Conduct research, compile data, and produce reports or presentations as needed.

Requirements

  • 5+ years of experience supporting senior executives; experience supporting multiple leaders simultaneously strongly preferred.
  • Exceptional organizational and time-management skills with the ability to balance multiple priorities and stakeholders.
  • Strong written and verbal communication skills; ability to craft clear, concise, and professional communications.
  • High level of discretion, emotional intelligence, and sound judgment.
  • Proficiency with Microsoft 365 (Outlook, Teams, Word, Excel, PowerPoint), Zoom, and other collaboration tools.
  • Proven ability to thrive in a fast-paced, high-expectation environment.
  • Experience supporting C-level leaders or extended executive teams.
  • Experience in a dynamic, high-growth, or matrixed organization.
  • Project management experience or formal training.
  • Background supporting People/HR leadership is a plus.
Benefits
  • paid parental leave
  • flexible time off
  • certification and training reimbursement
  • digital mental health and wellbeing support membership
  • comprehensive insurance options
Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard Skills & Tools
calendar managementbudget trackinginvoice processingexpense reportingproject managementdata compilationreport productiondocument draftingpresentation preparationworkflow development
Soft Skills
organizational skillstime-management skillswritten communicationverbal communicationdiscretionemotional intelligencesound judgmentprofessionalismproactive communicationability to balance priorities
Certifications
project management training