Executive Assistant, Fleetio

• This role is perfect for someone who enjoys juggling complex schedules, anticipating needs, and creating a seamless experience that helps executives stay focused and effective
• 3+ years of experience as an Executive Assistant or in a similar administrative support role
• Experience supporting senior leaders in a fast-paced or high-growth environment
• Strong organizational and time-management skills with excellent attention to detail
• Clear, professional written and verbal communication skills
• High level of discretion and confidentiality
• Ability to pivot quickly, manage multiple priorities, and operate independently
• Proficiency with modern tools (Google Workspace, Slack, Asana, Notion, Zoom etc.)

Desirable

• We’re seeking an energetic and detail-oriented Executive Assistant who’s excited to support senior executives at Fleetio and serve as a trusted partner in their day-to-day work
• This role sits at the center of a dynamic SaaS organization and plays a meaningful part in helping leaders stay focused, prepared, and effective
• You’ll gain exposure to special projects and confidential initiatives, while spending most of your time doing what matters most—keeping calendars optimized, travel seamless, meetings well-run, and relationships thoughtfully supported
• You’ll support executive leaders in the MST and EST time zones and travel occasionally for key meetings
• The role reports to the VP of People and is fully remote within the United States
• Manage complex calendars across time zones, ensuring alignment with strategic priorities
• Act as a gatekeeper—triaging communications, prioritizing requests, and managing the flow of information
• Plan and coordinate complex domestic and international travel, including flights, accommodations, transportation, and itineraries
• Provide real-time support for travel changes or disruptions, identifying quick solutions as needed
• Maintain flexibility and availability outside standard working hours to support executive travel needs
• Coordinate leadership meetings, offsites, dinners, and executive events
• Attend select meetings to capture action items and ensure follow-ups are documented and tracked
• Maintain organized meeting notes, agendas, and follow-up documentation
• Prepare executive-level correspondence, presentations, and documents
• Coordinate internal and external meetings, including agendas, preparation materials, and follow-up actions
• Anticipate meeting needs, including preparation time, materials, context, and attire
• Perform pre-meeting checks to confirm attendance, agendas, and logistics (room setup, food, beverages, A/V, etc.)
• Support executive relationship management by tracking key contacts, follow-ups, and touchpoints
• Assist with thoughtful outreach, scheduling, and follow-through for external partners, investors, and stakeholders
• Serve as a professional point of contact for high-priority external communications
• Build strong, trust-based relationships across the organization
• Lead or co-lead cross-functional projects—scoping work, building timelines, coordinating stakeholders, and delivering outcomes
• Step in to support or manage programs that require short-term leadership or coordination
• Handle sensitive information with discretion and produce consistently high-quality work