Executive Assistant

At Coalesce, the Executive Assistant plays a vital role in ensuring smooth operations for the CEO and executive leadership team. Key responsibilities include managing schedules, coordinating meetings, handling correspondence, and organizing travel arrangements. Additionally, you'll assist with document management and project coordination, all while maintaining discretion with sensitive information.

To qualify for the Executive Assistant role at Coalesce, candidates should have a minimum of five years of experience supporting senior leadership. Strong organizational and communication skills are a must, along with proficiency in Microsoft Office Suite and familiarity with project management tools. Attention to detail and the ability to maintain professionalism under pressure are also essential qualifications.

Coalesce is deeply committed to continuous learning and improvement, offering opportunities for professional growth for its Executive Assistants. This includes access to training resources, the chance to participate in team projects, and a culture that promotes trust and proactive problem-solving to foster individual development.

As a fully remote and culture-first company, Coalesce provides an inclusive and supportive work environment where Executive Assistants can thrive. You'll enjoy flexibility in your work arrangements, embrace a culture of radical honesty, and work collaboratively with a passionate team dedicated to improving the lives of data professionals.

Coalesce offers a generous benefits package for the Executive Assistant role, including medical, dental, and vision insurance, unlimited paid time off, and 401(k) retirement plans. Additional perks include equity, internet reimbursement, a home office set-up reimbursement, and company annual leave to promote work-life balance.

When prioritizing tasks as an Executive Assistant, it's essential to assess deadlines and the importance of each task relative to your executives' needs. Start by categorizing tasks based on urgency and importance, then regularly communicate with your executives to adjust priorities as needed.

In the event of a scheduling conflict, it's critical to remain calm and solution-oriented. I always assess the priorities of each meeting, propose alternative times, and ensure that all parties involved are informed and comfortable with the new arrangement.

I prefer using a mix of email, project management tools, and messaging platforms to maintain clear communication. This ensures that both management and staff stay informed and can provide input, while minimizing the chances of miscommunication.

Maintaining confidentiality is paramount as an Executive Assistant. I follow established protocols for handling sensitive information, including secure document storage and limiting access to confidential data to only those who need it.

I have experience using various project management tools such as Asana and Trello, which help me keep track of projects, deadlines, and resource allocation. I also ensure that team members are aligned on tasks and milestones through effective communication within these platforms.

I have substantial experience preparing executive-level documents, including reports and presentations. I focus on clarity, accuracy, and appropriateness of tone for the target audience. I also incorporate feedback to improve each document before the final submission.

One of the most challenging aspects can be managing competing priorities, particularly when multiple executives need support simultaneously. Developing strong organizational skills and maintaining open lines of communication with all team members helps navigate these challenges effectively.

I view feedback as an opportunity for growth. When receiving feedback, I actively listen, take notes, and implement changes as necessary, ensuring that I'm continuously aligning with my executives' expectations and preferences.

Improving office efficiency often requires a proactive approach. I regularly assess workflows, gather input from team members on pain points, and implement new tools or practices to streamline processes. Continuous learning about best practices in office management also helps.

Essential skills for an Executive Assistant at Coalesce include exceptional organizational abilities, excellent communication skills, a strong attention to detail, discretion, and the ability to multitask effectively while remaining adaptable in a fast-paced environment.