Fleetio

Executive Assistant

Fleetio

full-time

Posted on:

Location Type: Remote

Location: Remote • 🇺🇸 United States

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Job Level

Mid-LevelSenior

About the role

  • Manage complex calendars across time zones, ensuring alignment with strategic priorities
  • Act as a gatekeeper—triaging communications, prioritizing requests, and managing the flow of information
  • Plan and coordinate complex domestic and international travel, including flights, accommodations, transportation, and itineraries
  • Provide real-time support for travel changes or disruptions, identifying quick solutions as needed
  • Maintain flexibility and availability outside standard working hours to support executive travel needs
  • Coordinate leadership meetings, offsites, dinners, and executive events
  • Attend select meetings to capture action items and ensure follow-ups are documented and tracked
  • Maintain organized meeting notes, agendas, and follow-up documentation
  • Prepare executive-level correspondence, presentations, and documents
  • Coordinate internal and external meetings, including agendas, preparation materials, and follow-up actions
  • Anticipate meeting needs, including preparation time, materials, context, and attire
  • Perform pre-meeting checks to confirm attendance, agendas, and logistics (room setup, food, beverages, A/V, etc.)
  • Support executive relationship management by tracking key contacts, follow-ups, and touchpoints
  • Assist with thoughtful outreach, scheduling, and follow-through for external partners, investors, and stakeholders
  • Serve as a professional point of contact for high-priority external communications
  • Build strong, trust-based relationships across the organization
  • Lead or co-lead cross-functional projects—scoping work, building timelines, coordinating stakeholders, and delivering outcomes
  • Step in to support or manage programs that require short-term leadership or coordination
  • Handle sensitive information with discretion and produce consistently high-quality work

Requirements

  • 3+ years of experience as an Executive Assistant or in a similar administrative support role
  • Experience supporting senior leaders in a fast-paced or high-growth environment
  • Strong organizational and time-management skills with excellent attention to detail
  • Clear, professional written and verbal communication skills
  • High level of discretion and confidentiality
  • Ability to pivot quickly, manage multiple priorities, and operate independently
  • Proficiency with modern tools (Google Workspace, Slack, Asana, Notion, Zoom etc.)
Benefits
  • Multiple health/dental coverage options (100% coverage for employee, 50% for family)
  • Vision insurance
  • Incentive stock options
  • 401(k) match of 4%
  • PTO - 4 weeks (increases at year two!)
  • 12 company holidays + 2 floating holidays
  • Parental leave - birthing parent (16 weeks paid) non-birthing (4 weeks paid)
  • FSA & HSA options
  • Short and long term disability (short term 100% paid)
  • Community service funds
  • Professional development funds
  • Wellbeing fund - $150 quarterly
  • Business expense stipend - $125 quarterly
  • Mac laptop + new hire equipment stipend
  • Fully stocked kitchen with tons of drinks & snacks (BHM only)
  • Remote working friendly since 2012 #LI-REMOTE

Applicant Tracking System Keywords

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

Hard skills
calendar managementtravel coordinationmeeting documentationexecutive correspondenceproject management
Soft skills
organizational skillstime-management skillsattention to detailwritten communicationverbal communicationdiscretionconfidentialityflexibilityrelationship managementleadership