Executive Assistant

**This role is approximately 25 hours per week, paid hourly, and open to candidates in the U.S. Please read ADDITIONAL DETAILS at the end of this description.**

ABOUT PILOT44

Pilot44 is the leading brand innovation & venture building studio. Trusted by industry icons since 2014, we help our clients to see around corners, drive brand innovation and develop new growth strategies and solutions. Our work focuses on two areas:

• Brand Innovation: We help our clients keep pace with rapidly evolving technologies, practices, and consumer behaviors shaping today’s sophisticated brand building environment. We develop leading edge strategies with a focus on in-market activation, and partner with our clients to deliver tangible results that build competitive advantage and drive sustainable growth.

• Venture Building: We identify disruptive growth opportunities and bring new products, services, brands, and businesses to market. Leveraging our proprietary methodologies and tools developed over the past decade, we rapidly bring new ventures to market in record time and deliver meaningful growth outcomes for clients across the globe.

Who we are

We are not consultants; we are cofounders. We are a team of ambitious startup founders, brand marketers, technologists, and operators pioneering new approaches to how the largest organizations in the world innovate and grow. From developing state-of-the-art brand experiences powered by Generative AI to commercializing spin out brands, we are hands-on builders passionate about delivering what our clients and consumers need next.

ABOUT THE OPPORTUNITY

We are looking for a skilled and dedicated Executive Assistant to offer support to our two cofounders. This pivotal role is essential for maintaining the seamless execution of daily operations and the successful management of long-term projects.

KEY RESPONSIBILITIES

Executive Support

• Coordinate and manage calendars, schedule meetings, appointments, and events, ensuring efficient time management.
• Draft, review, and send emails on behalf of the cofounders, ensuring clear communication and timely responses.
• Assist in prioritizing tasks and projects, ensuring that deadlines are met and important matters are addressed promptly.
• Prepare agendas, materials, and presentations for meetings, take notes, and follow up on action items.
• Organize travel itineraries, accommodations, and transportation.

Client Support

• Assist in planning and coordinating virtual and in-person client events including logistics, invitations, and event setup.
• Manage the coordination of food and beverages for meetings and events, ensuring timely delivery and setup.

General Support

• Perform various administrative tasks, including filing, data entry, and document management.
• Assist with special projects and initiatives as needed, providing support and coordination to ensure successful outcomes.

ABOUT YOU

• 4+ years of professional experience, with 2+ years of experience supporting senior executives (VP level or above).
• 1+ years of experience working in a startup environment, preferred.
• Excellent organizational skills. You have a proven ability to anticipate needs, and are always one step ahead. You identify areas for organizational improvement, and are able to create and implement sustainable solutions.
• Detail-oriented multitasker, able to manage multiple priorities in a fast-paced environment, re-prioritize as needed, and adapt to changing deadlines.
• Strong interpersonal skills and ability to build relationships cross-functionally.
• Excellent written and verbal communication skills and a strong sense of professionalism. You will be interacting with people at all levels both internally and externally, so clear, consistent and kind communication to all is key.
• Ability and experience with calendar management, complex travel arrangements, and expense reports.
• Proven track record of meeting deadlines and taking initiative to make confident, well-informed decisions.
• Technologically savvy, with the ability to quickly learn new tools; proficiency in Microsoft Office and familiarity with scheduling tools and project management software.
• Ability to handle sensitive and confidential information with integrity and discretion.
• Ability to work autonomously with a strong work ethic.
• Possess a “can-do” attitude – no task is too big or too small.
• Established record as an intellectually curious self-starter.

ADDITIONAL DETAILS

This role is approximately 25 hours per week, paid hourly, and open to candidates in the U.S. We estimate the schedule to be as follows, which provides proper overlap with the 2 cofounders' schedules:

• Monday through Friday, 5 hours/day
• 6am - 11am PST // 9am – 2pm EST

Our compensation reflects the cost of labor across U.S. geographic markets, and we pay differently based on those defined markets. The pay range for this position is $28-$35/hour. Pay varies by work location, job-related knowledge, transferable skills, work experience, business needs and market demands. All ranges are subject to change and may be modified in the future.

Pilot44 is committed to hiring the best and brightest people from the broadest talent pool possible - all qualified individuals are encouraged to apply. We believe a diversity of ideas, skills, and experiences fosters innovation and inspiration and we do not discriminate based on race, religion, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, veteran or military status, or any other legally protected characteristics. If you would like to request reasonable accommodation during the application process, please email careers@pilot44.com.