Overview
Executive Assistant Jobs in United States at Swooped
Title: Executive Assistant
Company: Swooped
Location: United States
Swooped is a Talent Platform (not a staffing agency). We are not the employer for this role and do not make hiring decisions. Clicking "Apply" takes you to Swooped to review the role and hiring company details.
About the Opportunity
The organization is hiring a high-performing Executive Assistant to support senior leadership in a fast-paced, high-accountability environment.
This is not a basic admin role.
The role acts as a gatekeeper, operator, and strategic partner — ensuring executives stay focused on high-impact work while the assistant handles execution, coordination, and communication.
For individuals who anticipate needs, solve problems before they happen, and thrive under pressure, this role puts them at the center of decision-making.
Key Responsibilities
Calendar & Scheduling Management
- Manage complex executive calendars across multiple time zones
- Prioritize requests, resolve conflicts, and optimize time usage
- Coordinate meetings using:
- Google Calendar
- Microsoft Outlook
- Ensure executives are always prepared and never double-booked
Communication & Executive Support
- Draft, edit, and send professional emails and memos
- Screen inbox, calls, and requests — escalate only what matters
- Act as a liaison between executives, clients, and internal teams
- Maintain clear, professional communication across stakeholders
Meeting Preparation & Follow-Up
- Prepare agendas, talking points, and briefing documents
- Gather and synthesize key information before meetings
- Take notes, track action items, and ensure follow-through
- Keep executives aligned on priorities and outcomes
Travel & Logistics
- Coordinate domestic and international travel
- Book flights, hotels, and transportation
- Build detailed itineraries and manage last-minute changes
- Handle expense tracking and reimbursements
Project & Priority Management
- Track executive priorities and ongoing initiatives
- Follow up with teams to ensure deadlines are met
- Conduct research and prepare reports or summaries
- Support decision-making with structured information
Administrative Operations
- Maintain organized digital filing systems
- Manage document versions, approvals, and workflows
- Handle confidential information with discretion
- Support onboarding/offboarding for senior roles
What Success Looks Like
- Executive calendars run flawlessly
- No missed meetings, delays, or communication gaps
- Executives stay focused on strategy — not admin work
- Tasks are anticipated and handled proactively
- Stakeholders receive fast, clear, and professional responses
What Makes You a Strong Fit
- Highly organized and detail-oriented
- Proactive — thinks ahead, not reacts
- Strong communicator with executive-level polish
- Comfortable in fast-paced, high-pressure environments
- Able to manage multiple priorities without dropping quality
Requirements (Must-Have)
Experience
- 3+ years supporting senior executives
- Experience managing complex calendars and travel logistics
Core Skills
- Proficiency in:
- Google Workspace
- Microsoft Office
- Strong written and verbal English communication
- Ability to manage scheduling across time zones
- High level of discretion and confidentiality
Nice to Have
- Experience in startups, agencies, or high-growth environments
- Familiarity with tools like:
- Slack
- Zoom
- Notion
- Asana
- Experience supporting multiple executives
- Exposure to project or operations management
What a Typical Day Looks Like
- Review calendar and prepare executive briefing notes
- Manage inbox, filter priorities, and draft responses
- Coordinate meetings, agendas, and logistics
- Handle travel planning or expense tracking
- Follow up on key initiatives and deadlines
- Prepare next-day schedule and priorities
In short: The assistant ensures the executive operates at maximum efficiency, clarity, and control.
Key Metrics (KPIs)
- Calendar accuracy and conflict reduction
- Speed and clarity of communication
- On-time follow-ups and task completion
- Executive satisfaction and dependency reduction
- Smooth travel and logistics execution
Interview Process
- Initial Phone Screen
- Video Interview with Recruiter
- Practical Task (briefing memo or scheduling scenario)
- Client Interview
- Offer & Background Verification
Apply Now
For an execution-focused Executive Assistant who thrives on ownership, precision, and keeping leaders organized, this role offers direct exposure to high-level decision-making.
Apply now and become the right hand to leadership.
The hiring company is an equal opportunity employer committed to building a diverse and inclusive team.
