Back to jobs

Executive Assistant for CEO & COO - Hybrid

United States

The Opportunity:

The Executive Assistant will coordinate office activities and operations while providing clerical and administrative support to the CEO and COO and additional senior leaders as necessary.

Responsibilities:

Administrative Support

  • Manage and prioritize complex calendars for the CEO and COO, including scheduling meetings, appointments, and travel arrangements.
  • Handle correspondence, phone calls, and emails on behalf of the CEO and COO, ensuring prompt responses and appropriate delegation.
  • Prepare agendas, materials, and notes for executive meetings; follow up on action items post-meeting.
  • Draft and edit presentations, reports, and other executive-level documents.
  • Scan, save, and organize files and documents. Including all company mail. 

Communication & Coordination

  • Act as a liaison between the executives and internal departments, as well as external partners, stakeholders, and clients.
  • Facilitate communication between the CEO/COO and key stakeholders, ensuring timely flow of information and addressing any urgent matters.
  • Coordinate and manage high-level relationships on behalf of the executives.

Project Management

  • Assist in the planning and execution of key projects or strategic initiatives, ensuring deadlines are met and resources are appropriately allocated.
  • Track progress and keep the executives informed of critical updates or issues related to ongoing projects.
  • Support research and data analysis tasks related to new initiatives, partnerships, or operational improvements.

Travel & Event Management

  • Organize domestic and international travel for the CEO and COO, including flights, hotels, ground transportation, and itineraries.Plan, coordinate, and execute company-wide events, executive offsites, board meetings and client events. 
  • Ensure smooth logistics for all events and correspondence with vendors, hotels, caterers, etc. 
  • Be on-site for company-wide meetings, travel required, to handle coordination and communication with team members and vendors.

Confidentiality & Discretion

  • Handle sensitive and confidential information with the utmost discretion and professionalism.
  • Maintain security of sensitive executive documents, including financial, legal, and strategic materials.

Operational Efficiency

  • Proactively identify and implement improvements in office and executive workflows.
  • Assist in expense tracking, budget management, and preparation of financial reports as needed.
  • Ensure the CEO and COO are adequately prepared for meetings and engagements by providing briefing materials, talking points, and background research.

Miscellaneous Tasks

  • Assist with ad-hoc tasks and special projects that align with the priorities of the CEO and COO.
  • Handle crisis management by prioritizing urgent tasks and finding solutions for immediate concerns.
  • This role is critical in ensuring that both the CEO and COO are supported in all aspects of their business operations, allowing them to focus on high-level strategic tasks.

Skillset:

  • Strong organizational and time-management skills, with an ability to multitask and prioritize effectively.
  • Strong attention to detail.
  • Excellent executive presence with proven strong verbal and written communication skills and experience 
  • High proficiency in office productivity software (e.g., Microsoft Office, Google Workspace).
  • Proficient calendar management skills with the ability to proactively forecast calendars and anticipate needs/possible conflicts.
  • Problem-solving and project management skills.
  • Ability to work independently and under pressure in a fast-paced environment.
  • Self-starter and self-motivated to investigate, discover, and find solutions.
  • Discretion, confidentiality, and integrity in handling sensitive matters.
  • Proficient in Google workspace and virtual meeting software (Zoom and Google Meet)

Education and Requirements:

  • High school diploma or equivalent required
    • Associate’s degree in office administration or related field preferred.
  • At least 4 years of administrative/clerical experience supporting executive leadership and board of directors required.
  • Must be located in Columbus, Ohio. 
  • Must be able to meet with COO in person at least once a week.
  • Light travel to quarterly meeting when not held in Columbus, Ohio

Check out what our employees think about working at Seamless: CLICK HERE

 

Seamless.AI has been delivering the world's best sales leads since 2015. Our product is the first real time, B2B search engine helping sales teams maximize revenue, increase sales, and easily acquire their total addressable market using artificial intelligence. Our product has been recognized by G2 in 2024 in the following categories: Best Software Products Overall, Best Software Products for Small Business, and Highest Satisfaction Products. We have been recognized as one of Ohio’s fastest growing companies and won 2020 Best Places to Work, LinkedIn’s Top 50 Tech Startups in 2020,2022, and 2023, Purpose Jobs 2023 Best Workplace Culture and Best Work-life balance, and Purpose Jobs best place to work in 2024. We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status. Visa Sponsorship is not included in our hiring package. Applicants will need to be authorized to work in the U.S.

Apply for this job

*

indicates a required field

Resume/CV*

Accepted file types: pdf, doc, docx, txt, rtf

Cover Letter

Accepted file types: pdf, doc, docx, txt, rtf

Select...

Employment Authorization

Select...

Employment Authorization

Select...
Select...

*Please note: this will be checked through an education verification on our background check should we move forward to an offer*

Select...
Select...
Select...
Select...
Select...
Select...
Select...

Voluntary Self-Identification

For government reporting purposes, we ask candidates to respond to the below self-identification survey. Completion of the form is entirely voluntary. Whatever your decision, it will not be considered in the hiring process or thereafter. Any information that you do provide will be recorded and maintained in a confidential file.

As set forth in Seamless.AI’s Equal Employment Opportunity policy, we do not discriminate on the basis of any protected group status under any applicable law.

Select...
Select...
Race & Ethnicity Definitions

If you believe you belong to any of the categories of protected veterans listed below, please indicate by making the appropriate selection. As a government contractor subject to the Vietnam Era Veterans Readjustment Assistance Act (VEVRAA), we request this information in order to measure the effectiveness of the outreach and positive recruitment efforts we undertake pursuant to VEVRAA. Classification of protected categories is as follows:

A "disabled veteran" is one of the following: a veteran of the U.S. military, ground, naval or air service who is entitled to compensation (or who but for the receipt of military retired pay would be entitled to compensation) under laws administered by the Secretary of Veterans Affairs; or a person who was discharged or released from active duty because of a service-connected disability.

A "recently separated veteran" means any veteran during the three-year period beginning on the date of such veteran's discharge or release from active duty in the U.S. military, ground, naval, or air service.

An "active duty wartime or campaign badge veteran" means a veteran who served on active duty in the U.S. military, ground, naval or air service during a war, or in a campaign or expedition for which a campaign badge has been authorized under the laws administered by the Department of Defense.

An "Armed forces service medal veteran" means a veteran who, while serving on active duty in the U.S. military, ground, naval or air service, participated in a United States military operation for which an Armed Forces service medal was awarded pursuant to Executive Order 12985.

Select...

Voluntary Self-Identification of Disability

Form CC-305
Page 1 of 1
OMB Control Number 1250-0005
Expires 04/30/2026

Why are you being asked to complete this form?

We are a federal contractor or subcontractor. The law requires us to provide equal employment opportunity to qualified people with disabilities. We have a goal of having at least 7% of our workers as people with disabilities. The law says we must measure our progress towards this goal. To do this, we must ask applicants and employees if they have a disability or have ever had one. People can become disabled, so we need to ask this question at least every five years.

Completing this form is voluntary, and we hope that you will choose to do so. Your answer is confidential. No one who makes hiring decisions will see it. Your decision to complete the form and your answer will not harm you in any way. If you want to learn more about the law or this form, visit the U.S. Department of Labor’s Office of Federal Contract Compliance Programs (OFCCP) website at www.dol.gov/ofccp.

How do you know if you have a disability?

A disability is a condition that substantially limits one or more of your “major life activities.” If you have or have ever had such a condition, you are a person with a disability. Disabilities include, but are not limited to:

  • Alcohol or other substance use disorder (not currently using drugs illegally)
  • Autoimmune disorder, for example, lupus, fibromyalgia, rheumatoid arthritis, HIV/AIDS
  • Blind or low vision
  • Cancer (past or present)
  • Cardiovascular or heart disease
  • Celiac disease
  • Cerebral palsy
  • Deaf or serious difficulty hearing
  • Diabetes
  • Disfigurement, for example, disfigurement caused by burns, wounds, accidents, or congenital disorders
  • Epilepsy or other seizure disorder
  • Gastrointestinal disorders, for example, Crohn's Disease, irritable bowel syndrome
  • Intellectual or developmental disability
  • Mental health conditions, for example, depression, bipolar disorder, anxiety disorder, schizophrenia, PTSD
  • Missing limbs or partially missing limbs
  • Mobility impairment, benefiting from the use of a wheelchair, scooter, walker, leg brace(s) and/or other supports
  • Nervous system condition, for example, migraine headaches, Parkinson’s disease, multiple sclerosis (MS)
  • Neurodivergence, for example, attention-deficit/hyperactivity disorder (ADHD), autism spectrum disorder, dyslexia, dyspraxia, other learning disabilities
  • Partial or complete paralysis (any cause)
  • Pulmonary or respiratory conditions, for example, tuberculosis, asthma, emphysema
  • Short stature (dwarfism)
  • Traumatic brain injury
Select...

PUBLIC BURDEN STATEMENT: According to the Paperwork Reduction Act of 1995 no persons are required to respond to a collection of information unless such collection displays a valid OMB control number. This survey should take about 5 minutes to complete.