Executive Assistant , MaintainX
More information about location
Mobile-first workflow management platform
Posted today
Mobile-first workflow management platform
501-1000 employees
Posted today
More information about location
501-1000 employees
Company mission
To make the day to day more efficient by digitizing the paper-based procedures, work orders, inspection logs, and audit checklists used daily in thousands of businesses worldwide.
Role
Who you are
- Bachelor's Degree (preferred but not required)
- 5+ years of experience in an Executive Assistant or high-level administrative support role
- Advanced proficiency in Google Workspace (Gmail, Calendar, Docs, Sheets, Slides, etc.) and other collaboration tools
- A track record of working closely and efficiently to support C-level executive leaders in a fast-paced global business
- Strong interpersonal, written, and oral communication skills
- High levels of tact and good judgement in confidential situations and proven experience of interacting with executive management
- An ability and willingness to adapt to a rapidly changing business
- Effective collaboration and communication skills are required, including information exchange with internal and external contacts
What the job involves
- Our Executive Assistant will provide direct support to the CEO and one VP within the fast-paced environment of a quickly growing company, MaintainX
- Oversee complex and dynamic calendar management for our leader, ensuring the thoughtful prioritization of competing requests. Proactively anticipate scheduling needs, resolve conflicts with sound judgment, and provide strategic recommendations that support seamless daily operations
- Plan, coordinate, and supervise intricate domestic and international travel itineraries. Manage visas, transportation, lodging, and on-site logistics. Ensure timely and accurate preparation, submission, and reconciliation of all travel-related expenses
- Keep our leader fully informed of upcoming commitments, priorities, and required follow-ups. Anticipate needs in advance of meetings, presentations, and conferences to ensure optimal preparation and flawless execution
- Collaborate across departments to organize calendars, orchestrate complex activities, and support internal and external engagements, conferences, and strategic initiatives
- Assess, research, and triage incoming issues and inquiries—including high-sensitivity matters—determining the appropriate course of action, response, or delegation
- Draft polished correspondence, memoranda, spreadsheets, charts, and presentations. Maintain a high standard of accuracy through diligent proofreading and editorial judgment
- Develop compelling presentations, distribute critical information, and coordinate cross-team efforts as needed. Establish and maintain efficient information and document management systems
- Prepare, process, and track expense reports with accuracy and timeliness
- Plan and execute meetings, team gatherings, and executive-level events with precision, creativity, and attention to detail. Manage on-site visits and ensure all logistics are executed flawlessly
- Serve as a trusted representative of the CEO, acting as a bridge to internal teams, cross-functional leaders, and external partners. Cultivate strong, collaborative relationships across all levels of the organization
- Exercise sound judgment in planning, prioritizing, and organizing a diverse workload. Recommend enhancements to office procedures, workflows, and best practices to improve efficiency and effectiveness
- Uphold the highest standards of discretion and professionalism when handling sensitive, strategic, and confidential information
- Support office-based events and initiatives involving executive leadership. Champion and model the company’s culture and core values in all interactions, fostering a positive and high-performing environment
Our take
MaintainX is a mobile-first workflow management platform designed to free industrial and front-line workers from using clipboards and spreadsheets, instead providing them with digital tools that streamline workflows that in turn, boost productivity.
The company's software helps workers track reactive maintenance, and preventative maintenance, and control daily business operations. It is designed to work with organisations of all sizes, and it is successful with a customer retention rate of 98%.
With customers including McDonalds, Duracell, Volvo, and DHL, MaintainX has experienced rapid growth since its inception in 2018. Boasting substantial funding from several investment organisations and angel investors, the startup is accelerating its r&d efforts, new market growth and expanding its operations and business reach.
Kirsty
Company Specialist at Welcome to the Jungle
Insights
79% employee growth in 12 months
Company
Funding (last 2 of 4 rounds)
Jul 2025
$150m
SERIES D
Dec 2023
$50m
SERIES C
Total funding: $242.8m
Company benefits
- Flexible time off
- Competitive salary and equity opportunities
- Training and development investments
- Comprehensive healthcare coverage
Company HQ
Rincon Hill, San Francisco, CA
Leadership
Chris Turlica
(Co-Founder & CEO)Previously founded Voo (acquired by Townsquared). Also an Investor and Advisor for multiple startups, including XY Gaming, Ditto, Starship, and Avochato.
Hugo Dozois-Caouette
(Co-Founder & CTO)Experienced Software Engineer working previously for Fujitsu, Autodesk, and Townsquared.
Nick Haase
(Co-Founder & Go-To-Market)Previously worked as an Independent Consultant. Also an Angel Investor for a series of startups, including Panda, Density, Ditto, Haus, Superplastic, Living Carbon, and Pipe.
Mathieu Marengère-Gosselin
(Co-Founder & Head of Engineering)Experienced Software Engineer having previously worked at Groupe Berpa, Autodesk, Novivia, and Townsquared.
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