What are the responsibilities and job description for the Executive Administrative Assistant – Eastern Time Zone Preferred position at IPinfo?
Executive Administrative Assistant – Eastern Time Zone Preferred
About US
IPinfo is a fast-growing “data as a service” provider delivering proprietary data products to thousands of developers and global businesses. Our data enriches applications and services with accurate IP data to de-anonymize web traffic, personalize experiences, and help manage security risks.
The Role
We’re seeking an experienced, proactive, and people-focused Executive Administrative Assistant to support our leadership team, which is based across the U.S. West Coast and the United Kingdom. This role is ideal for someone with exceptional organizational skills, a natural talent for communication, and a passion for streamlining operations. The successful candidate will excel at building relationships, managing priorities across multiple time zones, and ensuring seamless support for our dynamic leadership team.
Key Responsibilities
Executive Support
- Manage and prioritize the executive team’s calendars, scheduling meetings, and resolving conflicts.
- Coordinate complex travel arrangements, including booking flights, accommodations, and transportation.
- Coordinate and manage all aspects of the annual company retreat, including venue selection, agenda planning and vendor coordination.
- Prepare meeting agendas, take notes, and ensure follow-up on action items to completion.
- Handle sensitive and confidential information with utmost professionalism.
- Serve as a point of contact between the executive team and internal/external stakeholders.
- Act as a proxy for executive team members in certain situations.
Administrative Operations
- Organize and maintain executive team files, documents, and correspondence.
- Prepare reports, presentations, and other documents as needed.
- Streamline administrative workflows and propose efficiency improvements.
Hiring Support
- Coordinate interview schedules for candidates, working closely with hiring managers and recruitment partners.
- Communicate with candidates to provide updates, answer questions, and ensure a positive hiring experience.
- Assist with job postings, track applications, and maintain accurate recruitment records.
Onboarding
- Plan and facilitate onboarding schedules for new hires.
- Prepare onboarding materials, including welcome kits and system/tool access.
- Act as a resource for new hires, addressing their needs during the onboarding process.
Qualifications
Experience
- 3 years as an executive assistant or in a similar role, ideally in a fast-paced, tech environment supporting multiple geographies.
Skills
- Exceptional organizational and time-management abilities.
- Strong written and verbal communication skills (high empathy).
- Proficiency in office software (Google Workspace, Microsoft Office) and project management tools (e.g. Slack, Linear).
- Ability to manage multiple tasks and prioritize effectively.
Attributes
- Self-starter with a proactive approach to problem-solving.
- High level of discretion and professionalism.
- Collaborative team player with a people-focused mindset.
Preferred Location
- Eastern Time Zone (GMT-5) preferred to support collaboration with a leadership team split between the U.S. West Coast and the United Kingdom.
What We Offer
- Competitive salary and benefits package.
- A dynamic and supportive work environment.
- Opportunities for growth and professional development.
- Potential travel.
Join Us
Be a key contributor to our mission of becoming the leading internet data company. If you excel in a role that blends executive support with people-focused responsibilities, we want to hear from you!
