Executive Assistant Job at Frontline Wildfire Defense in Jackson

Frontline Wildfire Defense provided pay range

This range is provided by Frontline Wildfire Defense. Your actual pay will be based on your skills and experience — talk with your recruiter to learn more.

Base pay range

$85,000.00/yr - $105,000.00/yr

Job Description

We are a fast-growing team that has already achieved significant milestones in protecting homes across Northern and Southern California. Our team includes experienced engineers, product designers, and industry experts, and we are looking for an Executive Assistant to help drive our efforts.

About This Opportunity

As an Executive Assistant, you will provide comprehensive support to the CEO. Approximately 75% of your time will focus on corporate functions associated with Frontline Wildfire Defense, and 25% on personal or other business functions.

Key Responsibilities

• Executive Support & Administration: Support the CEO by handling both executive and administrative functions.
• Act as a true right-hand to the CEO by understanding their goals, rhythms, voice, and priorities.
• Maintain a real-time awareness of the CEO's priorities, schedule, relationships, and personal values.
• Create and manage executive dashboards; support special projects, presentations, and case study analysis.
• Secure and maintain corporate administrative credentials for the CEO.
• Track and submit professional expense reports in a timely and accurate manner.

Strategic Support & Anticipation

• Contribute to specialized projects that are designed to enhance and support the strategic initiatives of the CEO.
• Assist in strategic planning by participating in leadership meetings, providing insights, and helping to prepare business plans and presentations that align with organizational goals.
• Converts voice notes, brainstorming sessions, and raw ideas into polished emails, documents, and communications.
• Conduct Research: gather and summarize data on market trends, competitor actions, and performance to help inform executive decisions.
• Enhance Workflows: research new tools and methods to assist the executive and the team in working more effectively.

Calendar & Communication Management

• Proactively manage a complex professional calendar across multiple time zones, anticipating scheduling conflicts, and prioritizing appointments based on strategic objectives.
• Schedule and facilitate meetings: prepare agendas, presentations and other meeting materials.
• Prioritize and organize daily activities to maximize executive productivity.
• Act as the primary point of contact; manage and triage all CEO inboxes, managing correspondence, screening phone calls, and drafting documents with professionalism and alignment.

Travel Coordination

• Arrange and manage all aspects of professional and personal travel, including flights, accommodations, ground transportation and detailed itineraries.

Personal Support

• Manage personal errands, appointments, and household tasks, including home maintenance and vendor coordination.
• Organize and book personal travel, vacations, and family events.
• Maintain the executive’s personal calendar, including reservations, appointments, and social engagements.
• Handle sensitive personal information with the utmost confidentiality and discretion.

Qualifications

• Minimum of 5 years of experience assisting C-level and senior executives in a dynamic and fast-paced setting.
• Previous experience in fast-growing or mission-driven organizations is a plus!
• Exceptional organizational, time-management, and multitasking skills.
• Stay calm under pressure, be resourceful in ambiguous situations, and always think several steps ahead.
• Exceptional written and verbal communication skills that are clear, polished, and thoughtful.
• Tech-savvy and quick to adopt new tools, especially Google Workspace, Slack, AI platforms, and calendar management tools.
• High level of integrity, professionalism, and discretion.
• Ability to adapt to changing priorities and manage a dynamic workload.
• Familiarity with travel booking platforms and expense management systems.

Benefits

• Medical, Dental, and Vision insurance
• 401(k) Plan
• Flexible time-off policy + 10 paid holidays per year
• Hybrid work environment with onsite presence in Jackson, WY
• Company-provided equipment

Join Our Mission! If you're excited about building technology that protects homes and families from wildfire disasters, we want to hear from you!

Diversity and inclusion are essential values at Frontline. We know we'll do our best and most impactful work when we feel represented and we belong. We encourage talented people from a wide variety of backgrounds and experiences to apply. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.