Executive Assistant - Special Projects Coordinator

About the Role We're looking for a highly organized, resourceful Special Projects Coordinator to support our leadership team across daily operations, client relationships, and business development. You'll work closely with our executive and revenue teams, coordinating priorities across the organization. This is a high-visibility role for someone who thrives on structure, moves fast, and wants exposure to how a growing company runs, with real opportunities to grow into broader responsibility.
*** Occasional Travel to the US ***
Responsibilities
Manage and triage a busy inbox, flag priorities, draft responses, follow up on outstanding itemsManage calendar and scheduling across multiple stakeholdersManage and update client/deal records in our CRM systemHelp with RFPs, follow up on open deals, and schedule product demosCoordinate with vendors and internal teamsSupport communication with clients and partnersOccasional travel to industry events (Las Vegas, New York), company HQ in Los Angeles, and same-day trips to San Diego
Requirements
Exceptionally organized, with strong follow-through and attention to detailAbility to travel to the US / internationally for company eventsFluent written and verbal English, comfortable holding full client conversationsOutgoing and confident in professional, client-facing settings (trade shows, events, meetings)Comfortable on the phone and managing multiple priorities independentlyFlexible availability, able to adjust in-office days on short noticeComfortable using AI tools (e.g., ChatGPT, Claude) to speed up daily tasks, communication, and researchStrong command of Microsoft Office tools, Outlook, Word, Excel, Teams and general office softwareExperience in at least one of these: project management, client management, administration, sales, marketing, or call center work
Nice to Have
Prior CRM experienceExperience in a fast-paced or startup environmentPrior experience in Marketing or as Executive Assistant
We Offer
Competitive pay + bonusesPTOCollaborative, open cultureTravel and exploration opportunities