Executive Assistant

Fleetio

Executive Assistant role supporting senior executives at Fleetio, managing schedules and travel. Engaging in special projects and maintaining effective communication for a dynamic SaaS organization.

Posted 6/2/2026full-timeRemote • 🇺🇸 United StatesMid-LevelSeniorWebsite

About the role

Key responsibilities & impact

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

What you’ll need

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

Comp & perks

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)

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills & Tools

calendar managementtravel coordinationmeeting documentationexecutive correspondenceproject management

Soft Skills

organizational skillstime-management skillsattention to detailcommunication skillsdiscretionconfidentialityrelationship managementflexibilityproblem-solvingleadership