Location: 100% Remote (Candidates do not need to be in the USA)
As with all positions, candidates must satisfy the Universal Job Requirements we lay out for all positions.
This role combines elements of a Senior Administrative & Personal Assistant. Candidates are expected to play a critical dual role in providing comprehensive administrative support while offering personal assistance to senior leadership. This position ensures seamless day-to-day operations by managing schedules, correspondence, and administrative tasks, while also addressing personal organizational needs to maximize productivity and efficiency.
This role is ideal for a highly organized professional who thrives in a dynamic environment and enjoys managing diverse responsibilities with efficiency and precision. If you are ready to make an impactful contribution, we look forward to your application.
For information on where to submit applications, and what to include please see our submission guidelines.
- Strong experience/understanding of administrative and secretarial tools commonly used in the tech industry, for example: markdown for document editing, spreadsheets like excel, ticket management systems like JIRA or GIT, etc. This will be judged largely on demonstrated skills rather than years of experience. Should be equivelant to 10 years of real world experience, however we will consider all levels of experience even if proficiency was learned at home.
- Bachelor’s degree in business administration or a related field, equivelant expiernce when lacking a degree will be considered.
- Excellent typing skills both in speed and accuracy.
- Excellent spoken and written english skills.
- Comfortable working within a Linux environment for day to day tasks.
- Willing to learn new technologies in a fast paced environment, often needing to figure out new tech for the first time quickly. Adaptability and ability to learn quickly and independently will be the most important skill.
- Comfort with new and emerging technologies.
- Excellent communication skills for both technical and non-technical audiences.
- Strong organizational and multitasking capabilities with attention to detail.
- Excellent written and verbal communication skills.
- Ability to maintain confidentiality and exercise discretion in all interactions.
- Problem-solving skills with a proactive mindset.
- Ability to handle a variety of tasks and shift priorities seamlessly.
- Exemplifies discretion, integrity, and a polished demeanor.
- Demonstrates proactivity in identifying solutions and anticipating needs.
- Willingness to support both professional and personal responsibilities.
- Able to work in a fully remote environment with highly flexible work hours. While work hours are flexible there may be a need to work at odd hours as our team is located throughout the world.
- Proactive and self-motivated with a strong work ethic
- Excellent interpersonal skills and professional demeanor
- Ability to work under pressure and adapt to changing priorities
- Detail-oriented with a commitment to accuracy and quality
- Experience supporting senior leadership in a corporate or private setting is highly desirable.
- Experience with Kroki/PlantUML/Mermaid diagraming tools as well as any other text-based diagraming tools.
- Has spent significant time working on open-source projects or within an open-source community.
- Ideally will be comfortable authoring and editing complex spreadsheet formulas and scripts.
- Worked in a fully remote environment. This would include open-source projects, does not need to be commercial expiernce.
- Comfortable working with technologies requiring a reasonable technical background. We don't need a technologist but past expiernce in this regard will be considered a plus.
- Comfortable with using GIT.
- Advanced proficiency in Microsoft Office Suite and Google Workspace
- Participating in AGILE development workflow including but not limited to: daily status meetings, sprint planning, and sprint review
- Working on Linux for daily tasks.
- Learning new technologies and techniques as required to accomplish tasks assigned.
- Writing, editing, and improving letters and documents.
- Writing or editing spreadsheets.
- Help write, complete, and fix documentation from a non-technical perspective (grammar, spelling, etc).
- Collaborate with teams on administrations behalf to relay instructions and directives.
- Interact with managers to relay and filter important messages to administrators.
- Learn new technologies and tools as needed.
- Utilize text-based tools (Kroki, PlantUML, Mermaid) to produce accurate diagrams.
- Regularly update and organize documentation for stakeholder accessibility.
- Provide secretarial assistance to internal teams and departments, including but not limited to note taking.
- Assistance in managing our AI recorded meetings such as reviewing, editing, and copying records.
- Coordinate and maintain complex schedules, including meetings, appointments, and events, ensuring no conflicts and optimal time management. This will include both business and personal time management.
- Draft, review, and manage email, phone and written correspondence on behalf of the executive. This may include both personal and business tasks.
- Prepare presentations, reports, documentation, and meeting materials; maintain and organize records and files.
- Assist in travel coordination by helping to plan, book, and organize travel arrangements, including itineraries and logistics for domestic and international trips.
- Schedule and organize meetings, prepare agendas, and ensure follow-up actions are executed efficiently. Keep track of tasks from start to completion to ensure they dont get lost in the chaos.
- Manage personal appointments, events, and errands for the executive.
- Assist with personal initiatives, charity engagements, or special events requiring coordination.
- Proactively address personal tasks, such as gift purchases, reservations, and related logistical support.
- Act as a liaison between the executive and internal/external stakeholders, fostering clear and professional communication.
- Coordinate with other administrative team members to ensure consistent workflow and support.
- Oversee office supplies inventory and place orders as needed
- Assist in planning and executing company events and meetings
- Prepare and distribute meeting minutes and action plans