Executive Assistant

Flodesk is one of the world’s fastest-growing email marketing companies, built to help creators sell online and design emails that people love to get. Our commitment to small business owners is to create simple and intuitive tools that help them grow, nurture, and monetize their email list.  

We’re a remote-first company headquartered in San Francisco, California, with a team that reflects the diversity and creativity of the people we serve. Join our mission to level the playing field for small business owners through good design!

About the role

As the Executive Assistant to the CEO, you will play a key role in supporting the organization across a variety of strategic and operational tasks. Your primary focus is to organize shifting priorities to keep the CEO’s focus on high impact activities. This is not a typical administrative role—it’s a highly dynamic partnership that requires problem-solving, organizational skills, and the ability to thrive in an ever-changing environment. You could be a great fit if you have a knack for anticipating the needs of those around you with a “figure it out” attitude. 

This role requires coordination with people across Europe, United States, and Vietnam, with a focus on working within the EST time zone. 

What you’ll do:

Drive priorities forward 

• Maintain and regularly update a “Top Priorities” list to align with CEO’s evolving goals
• Track and follow up on critical decisions amongst the CEO’s direct reports, ensuring all next steps are clear and completed on time 
• Anticipate changes in focus and adapt plans quickly based on new information or shifting priorities

Manage calendar and email

• Own and manage the CEO’s calendar, scheduling high-priority meetings and resolving conflicts proactively
• Act as the first line of communication for emails and messages—filtering, prioritizing, and responding when appropriate to internal team members and external stakeholders 
• Draft, review, and refine key communications, including emails, meeting summaries, and slide decks

• Prepare agendas, briefing notes, and actionable follow-ups for all meetings
• Plan and execute team meetings, events and offsites for the CEO and CEO’s direct reports; including the coordination of agendas and materials, budgets, logistics, hospitality, travel itineraries and more  

Maximize CEO’s efficiency and focus

• Create and maintain lightweight documentation for recurring tasks and processes to reduce repetitive explanations
• Leverage existing tools and automations to streamline workflows and reduce manual work
• Develop systems and workflows to ensure recurring issues are addressed permanently, not repeatedly resolved

What you bring:

• 5+ years as an Executive Assistant, ideally in a startup or high-growth environment; bonus points if you’ve supported executives across global time zones
• You thrive in ambiguity and stay focused through rapid change
• A "figure-it-out" mindset, solving problems independently and proposing solutions before being asked
• Strong decision-making skills, knowing when to act autonomously and when to seek input
• Exceptional written and verbal skills, with the ability to simplify complex ideas
• Skilled in tools like Slack, Superhuman, Google Workspace, and other productivity platforms
• Meticulous in managing tasks, timelines, and deliverables
• You value truth and transparency, even when it’s uncomfortable
• Guided by a strong moral compass, you prioritize fairness and doing what’s right
• You leave ego at the door, making decisions that prioritize our customers’ needs

What you’ll get:

• $110,000 - $170,000 USD base salary; Within this range, an individual's base pay will be dependent on a variety of factors, including without limitation, job-related knowledge, skills, education, and experience
• 100% remote with monthly internet stipend
• Fully paid health insurance
• 16 weeks paid parental leave
• Unlimited flexible time off
• 401k match (US employees only) 
• A front-row seat to the inner workings of a high-growth startup
• A team that values diversity and inclusion with a leadership team that's 70% women; 85% underrepresented minorities

Flodesk is an equal opportunity employer. We are committed to building a diverse and inclusive workforce and do not discriminate based on race, religion, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, veteran or military status, or any other legally protected characteristics, Flodesk is committed to providing reasonable accommodations for candidates with disabilities who need assistance during the hiring process. To request a reasonable accommodation, please email people@flodesk.com

Notice to California-based Candidates for Employment. This California Candidate Privacy Notice is intended to provide information about how Flodesk collects and uses personal information to California consumers who apply for employment with Flodesk. If you are employed by Flodesk, refer to the Employee Handbook for additional information. For any questions about this notice, please contact People@flodesk.com.

Personal Information Flodesk Collects:

Identifiers Including name, address, email, telephone number, social security number, driver license number, passport number, and other personal identifying information. Characteristics of protected classifications under California or federal law, including demographic information and other personal information obtained during the application process, such as gender, race, national origin. Professional or employment-related information, such as salary/compensation and benefits packages, other relocation or job preferences, prior background, experience, skills, and other information in support of your application, reference information. Any other information you provide as a part of  recruitment, job application, or interview process. 

Purposes for Collecting Personal Information:

To consider qualifications, skills, and interest for employment. To communicate with you during the recruitment and interview process. To provide compensation, including payroll, and  administer stock options and benefits, including medical, dental, vision, commuter, and retirement benefits. To provide human resources services and conduct performance evaluations. To monitor work eligibility including work-related licenses, credentials, training, and eligibility to work in the United States. To improve recruitment and interview processes and  ensure a safe and efficient working environment. To comply with applicable legal or regulatory requirements including state and federal company reporting obligations.