Executive Assistant at Ontra in United States

Job description

• Application
• About Ontra
• Ontra is seeking an Executive Assistant to support our CEO. This role will report directly to the Manager, Executive Operations.
• We're looking for someone excited to manage a fast-moving executive calendar, coordinate complex domestic and international travel, serve as a trusted point of contact between our CEO and key stakeholders, and juggle a mix of professional and personal priorities with polish, discretion, and enthusiasm.
• If you have exceptional multitasking abilities, strong communication skills, and the capacity to handle confidential information with integrity and discretion, we'd love to get to know you.

Responsibilities

• Calendar Management: Own the CEO's daily calendar, scheduling meetings and appointments, resolving conflicts, preparing meeting materials, and ensuring all attendees are up-to-speed.
• Travel Coordination: Coordinate and arrange all professional and personal travel, including hotels, transportation, meal coordination, meeting logistics, and group activity planning for domestic and international destinations.
• Administrative Duties: Manage additional administrative duties, including running errands, planning social events, booking appointments, expenses, and other everyday tasks required to free up capacity for the executive.
• Personal Assistant Duties: Manage a broad scope of personal projects for Ontra's CEO, including home and car maintenance, vacation research and booking, party planning, and vendor coordination.
• Relationship Building: Nurture personal and professional relationships and serve as a primary point of contact between the CEO and his internal and external networks through thoughtful, professional, and timely communications and gifting.
• Correspondence: Handle all correspondence, emails, and phone calls, responding on behalf of the CEO when necessary and ensuring appropriate follow up to enhance efficiency and improve responsiveness.
• Prioritize Requests: Organize and prioritize incoming requests and information, delegating when appropriate and ensuring tasks are completed efficiently.
• Research Projects: Conduct research, compile data, and prepare reports or presentations as required by the executive.
• AI-Enabled Workflows: Leverage AI tools to streamline and automate recurring work such as inbox triage, meeting prep, travel itineraries, and research, freeing up time for high-judgment, high-touch support.
• Confidentiality: Maintain a high level of confidentiality and discretion in handling sensitive information and situations.
• Team Coverage: Step in as administrative coverage for other Ontra executives as needed.

Requirements

• Experience: 4+ years supporting C-suite executives in an administrative position.
• Administrative Expertise: Demonstrated understanding and application of a variety of administrative software and procedures, with Google Suite experience preferred, particularly Gmail, Google Calendar, and Google Sheets.
• Logistical Components: Must be willing to commute to 92625 on a frequent basis, at least a few times a week; must have regular access to reliable personal transportation, possess a valid driver's license, and maintain active auto insurance coverage with a minimum of 100k/300k limits; and must be comfortable around dogs and children.
• Confidentiality And Discretion: Commitment to maintaining confidentiality and discretion when presented with sensitive information, such as personal details, financial information, and business plans.
• Problem Solving: Natural ability to anticipate and resolve administrative and other problems with little to no guidance.
• AI & Technical Acumen: Proven track record of using AI to streamline and support executive-level work, plus the judgment to know when a task needs a human touch and the discretion to handle sensitive information responsibly with AI tools.
• Attention To Detail: Extreme regard for detail and commitment to flawless work.
• Communication: Demonstrated ability to communicate in a clear, concise, thoughtful, and effective manner, possessing the intellect, maturity, sophistication, and self-awareness to engage effectively with executive and board level stakeholders.
• Project Management: Ability to manage complex projects involving cross-functional stakeholders, vendors, and outside resources.

Skills

Required

• Exceptional multitasking abilities
• Strong communication skills
• Confidentiality and discretion

Benefits

• Remote-first working policy, with office hubs in NYC, Santa Barbara, and London
• Twice yearly team offsites for in-person collaboration
• Paid flexible time off policy
• Paid parental leave and benefits
• Employer-supported retirement contributions, varying by country
• Monthly phone and internet reimbursement
• Company-sponsored learning and development resources, department budgets for professional development, and a robust onboarding program
• Various options for medical, dental, and vision insurance