Operations

Executive Assistant (Remote)

Preferable Location(s): Manila, Philippines | Jakarta, Indonesia
Work Type: Full Time
Fireflies.ai is an AI voice assistant that automatically takes notes, makes meetings searchable, and delivers key insights from conversations. We are growing rapidly across tens of thousands of organizations and growing our footprint inside Fortune 500 companies. Chances are you've seen Fireflies in one of your meetings!  Fireflies integrates with all the major video-conferencing platforms including Zoom, Google Meet, Teams, Webex, and more.

Fireflies.ai is seeking a highly organized and proactive Executive Assistant. As the Executive Assistant to the leadership team, you are a masterful problem-solver and a highly organized individual to handles complex calendaring and travel planning. The ideal candidate is a dedicated individual, eager to contribute to Fireflies.ai's success and partner with the rest of the Executive team. You are resourceful in building relationships across the company and have excellent written and verbal skills.

About You:

  • Proactive and creative problem-solver with a track record of process improvement.
  • Demonstrated ability to handle confidential information with discretion and provide exceptional client service.
  • Detail-oriented, adaptable, and optimistic thinker with a solutions-focused mindset.
  • Thrives in a fast-paced, dynamic environment where change is constant. 
  • Comfortable navigating the challenges of a rapidly growing company.
  • Anticipates needs, demonstrates careful attention to detail, and proactively identifies opportunities for day-to-day improvements in tasks and projects.
  • Approaches challenges with sound judgment, influence, and persistence. Resolves issues efficiently and effectively to drive positive outcomes.

Responsibilities:

  1. Calendar Management:
    • Manage and coordinate the executive team's schedules, appointments, and meetings.
    • Prioritize and schedule meetings, ensuring optimal use of executives' time.
  2. Travel Coordination:
    • Arrange travel plans, accommodations, and itineraries for executives.
    • Ensure travel arrangements align with business priorities and cost-effectiveness.
  3. Communication Management:
    • Act as a liaison between executives and internal/external stakeholders.
    • Draft, proofread, and edit emails, memos, reports, and other documents as needed.
  4. Office Management:
    • Oversee the day-to-day office operations, including office supplies, equipment, and facilities.
    • Handle incoming inquiries, prioritize urgent matters, and ensure timely responses.
  5. Meeting Support:
    • Prepare meeting agendas, materials, and follow-up action items.
    • Attend and document key discussions and decisions during meetings.
  6. Data and Document Management:
    • Maintain and organize confidential information and documents.
    • Create and manage executive-level reports and presentations.
  7. Event Coordination:
    • Assist in the planning and execution of company events, conferences, and team-building activities.

Qualifications:

  • Proven experience as an Executive Assistant or similar role in a fast-paced environment.
  • Exceptional organizational and time management skills.
  • Strong communication and interpersonal abilities.
  • Proficiency in MS Office and other relevant software.
  • Ability to handle confidential information with discretion.
  • Adaptability and the ability to thrive in a dynamic startup environment.

Education and Experience:

  • Bachelor's degree in Business Administration or related field preferred.
  • Previous experience in a SaaS or technology startup environment is a plus.

What You Will Enjoy About Us:

  • High-growth startup with plenty of opportunities to actively impact the company and advance your career!
  • We have fun because we are passionate about what we do.

Hiring Process :

  • You applied and you have to go through the chat interview rounds with some screening questions ( Not take more than 30 minutes ). We appreciate you being more precise
  • After Screening there would be 1st Video Culture Interview (Team member )
  • 2nd Video Technical interview ( HR recruitment Manager )
  • 3rd Final round ( With the CEO/CTO)
  • 4th Reference check
  • 5th Invite to Slack and then Onboarding

You should be a great communicator and culture maintainer:

Benefits:

  • Work remotely anywhere in your respective country
  • Competitive Salary- Direct Payment (no tax withheld)
  • Ability to move laterally within the team easily
  • Annual reviews/potential appraisals
  • 14 days PTO + can take more time off as required (Flexible Leave Policy).
  • No boss culture ( Flexible Working Hours)
  • Laptop reimbursement or BYOD stipend
  • Company Offsite

About us:

Fireflies were rated by Ramp in 2023 as the top three fastest-growing software vendors based on customer count, along with OpenAI and Midjourney. The company has raised $19 million from top-tier investors, including Canaan, Khosla Ventures, and angels from Slack, Facebook, Dropbox, Amazon, and Salesforce. We are a 100+ global team across 20+ countries. In just the past year, Fireflies has taken notes for over 3 million people and is used by folks across 150,000+ companies.

We are an equal-opportunity employer and strongly value diversity at our company because our team will be stronger with different perspectives and experiences. We do not discriminate based on race, religion, colour, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.
Note: This is a full-time Remote opportunity

Submit Your Application

You have successfully applied
  • You have errors in applying