What you'll do:
Manage calendars, scheduling, meeting logistics, travel, and day-to-day administrative needs with thoughtfulness and attention to detail.
Ensure leaders have the right context, materials, agendas, and follow-up notes needed to walk into meetings prepared.
Help manage the flow of information among senior leaders, internal teams, and external partners to ensure communication remains clear and timely.
Handle sensitive information, executive priorities, and leadership conversations with discretion and professionalism.
Be a leading voice for the use of AI to optimize workflow, time management and buying back executive leadership time.
Research companies, organizations, and potential partners to provide helpful context ahead of meetings, outreach, and proposals.
Help maintain Pipedrive/CRM updates, next steps, deadlines, and follow-ups so opportunities do not lose momentum.
Assist with pulling together proposal materials, presentations, case studies, background notes, and other resources needed for partner conversations.
Support thoughtful partner and prospect moments - including gifting, follow-ups, meeting preparation, and event logistics- that reflect the iU experience.
Track action items, deadlines, and follow-ups from leadership meetings, Slack conversations, and ongoing projects to make sure nothing important falls through the cracks.
Help coordinate with Growth, Accounts, Creative, Production, Project Management, and other internal teams as priorities move from conversation to action.
Keep documents, resources, meeting notes, templates, and internal materials organized and easily accessible.
Support the Head of Operations & Executive Support in keeping visibility into what is moving, what is stuck, and where follow-up is needed.
What we'll love about you:
You enjoy bringing structure and organization to fast-moving, evolving environments.
You’re energized by improving processes and helping teams stay aligned and productive.
You like connecting work across teams and ensuring priorities move forward.
You take pride in anticipating needs, spotting gaps, and helping leaders operate more effectively.
Experience in operations, program coordination, and business operations.
Sound judgment and discretion when working with sensitive or confidential information.
Preferred qualifications:
3 - 5 years of experience working in the functional world of Executive Assistant.
Familiarity with tools such as Pipedrive, Monday.com, Google Suite, and Slack.
Interest in workflow optimization, automation, or AI-enabled productivity tools.
What you'll love about us:
- Competitive salary
- Health, vision, and dental insurance
- Unlimited PTO
- Robust 401k with company-matching
- Flexible working schedule + a hybrid-friendly environment
- Professional growth + internal educational events
- Dog-friendly office
Skills Required
- Experience in operations, program coordination, and business operations
- Sound judgment and discretion when handling sensitive or confidential information
- Ability to manage calendars, scheduling, meeting logistics, travel, and executive administrative tasks
- Strong organizational skills; proactive; comfortable managing multiple leaders, priorities, and relationships
- 3-5 years of Executive Assistant or equivalent experience
- Familiarity with Pipedrive, Monday.com, Google Suite, and Slack
- Interest or experience in workflow optimization, automation, or AI-enabled productivity tools
- Experience with CRM updates, proposal materials, presentations, and partner-facing deliverables
What We Do
Ideas United (iU) is a creative studio and production company that specializes in original and branded content creation, campaign development and execution, and in-person and virtual event production. Founded on the belief that everyone has a story to tell, we’ve grown from a fledgling band of artists and innovators to partnering with some of the most influential brands, nonprofits, and universities in the world. Our unique model allows our team to take an unconventional approach – by finding and fostering emerging talent through our iU Community, a global talent network of 3,500 storytellers, that works alongside over 50+ in-house creatives. At iU, we rethink and shape experiences with a mission to speak to new audiences across key categories that include campaigns, content and experiences that creates change through authentic storytelling.
Why Work With Us
At iU, we are a team-first culture that ensures every team member has the opportunity to grow and learn. We promote from within, provide professional development support and work with team members to achieve their full career potential. Without failure innovation doesn't exist.
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