Executive Assistant - Contractor (Pacific Timezone)

Executive Assistant - Contractor (Pacific Time)

As the Executive Assistant, your role is to streamline and manage the COO’s daily tasks and communications.

On a daily basis, you will be responsible for triaging inboxes, identifying tasks critical to sales deals and operational processes, responding to customer requests or scheduling meetings, calendar negotiation, and providing light support to our other Executives as needed.

This role is a 40-hour-per-week, 3-month contract position.

Those not in Pacific Timezone need not apply.

This role reports to: Eric Crane, COO

This role may be listed at other companies as:

- Administrative Assistant

- Executive Operations Assistant

In this role you will...

• Provide direct support to the COO, and light support to our other Executives as needed
• Manage the COO’s inbox by triaging emails and prioritizing tasks, ensuring timely responses, and filtering out non-essential communication
• Oversee the COO’s calendar, negotiating scheduling conflicts, and ensuring meetings are booked, canceled, or moved as necessary
• Handle operational requests such as drafting documents, handling aspects of MNDA agreements, and following up on next steps post-sales calls
• Proactively manage tasks that arise from conversations or meetings, ensuring they move forward without delays
• Find opportunities for process optimization throughout your role

Consider applying if:

• You are located in the Pacific Time zone and can work between 9 AM and 5 PM PT
• You are able to work 40 hours per week
• You have experience managing executive inboxes and calendars, ideally using tools like Superhuman
• You have strong organizational skills, particularly in managing email workflows and operational tasks
• You are comfortable managing scheduling and have experience negotiating calendar conflicts
• You thrive in a remote work environment and are comfortable working independently without direct in-person collaboration

Pass on applying if:

• You are not located in Mountain or Pacific Time zones or cannot work within the required time frame
• You do not have experience with basic inbox management or tools like Superhuman
• You are uncomfortable with task-based work or prefer a more collaborative, team-driven environment
• You do not enjoy independently managing tasks and responsibilities without direct oversight

What tools will you use?

• You will be using Superhuman for inbox management, Slack for communication, Google Workspace for calendar and document management, and Notion for documentation. 
• Experience with these tools or similar ones is essential, and familiarity with sales and operational workflows will be a plus.

In accordance with applicable law, the following represents Flatfile’s reasonable estimate of the range of possible compensation for this role if hired in Colorado.

Salary: $40 - $50 per hour