Executive Assistant (Temp 6-Month)

PayNearMe is seeking a highly organized, proactive Executive Assistant to support our Chief Executive Officer and Chief Operating Officer, both based in the San Francisco Bay Area. This remote, six-month temporary role will provide coverage during a planned parental leave. You will receive hands-on training and a structured handoff from the current Executive Assistant before their leave begins, helping you build familiarity with the executives, priorities, and workflows. 

You will help our CEO and COO stay focused on their priorities by managing their calendars and inboxes, coordinating travel and meetings, and keeping commitments and follow-up actions on track. You will work closely with the executive team, board members, internal partners, and external stakeholders, handling sensitive information with discretion and sound judgment. 

The ideal candidate is resourceful, calm under pressure, and comfortable working independently in a distributed organization. This role requires availability aligned with the executives’ core working hours in Pacific Time. 

Responsibilities 

Executive Support 

• Manage complex calendars for the CEO and COO, prioritizing requests, resolving conflicts, protecting focus time, and coordinating across time zones. 
• Triage executive inboxes, identify urgent messages and decisions, organize correspondence, and draft or route responses as appropriate. Track outstanding requests to ensure timely follow-through. 
• Coordinate business travel, including flights, accommodations, ground transportation, and detailed itineraries. Manage changes and communicate updates promptly.
• Prepare and submit executive expense reports, organize receipts, and resolve questions with Finance in accordance with company policies. 
• Coordinate contract signatures with Legal and internal stakeholders, confirm required approvals before routing documents to authorized signers, track completion, and ensure executed copies reach the appropriate owners. 
• Support special projects by coordinating resources, tracking deadlines, and following up on commitments. 

Meeting and Event Coordination

• Coordinate small to medium-sized internal and external meetings, including scheduling, attendee communications, materials, video conferencing, and logistics. 
• Plan and coordinate executive offsites, leadership offsites, and board meetings, including timelines, venues, travel, accommodations, vendors, meeting materials, and on-site logistics as applicable. 
• Partner with the CEO and COO to set agendas for executive staff meetings held twice weekly. Gather agenda items, distribute materials in advance, take notes, document decisions and action items, and follow up with owners. 
• Prepare and distribute agendas, presentations, and supporting documents. Maintain organized, access-controlled meeting records and confidential board materials.
• Partner with People, Finance, Legal, IT, and other teams to ensure meetings and events run smoothly. 

Requirements 

• Proven experience supporting multiple senior executives, with experience supporting a CEO or COO preferred. 
• Exceptional calendar management, organization, prioritization, and attention to detail.
• Experience managing executive correspondence, business travel, and expense reporting. 
• Experience coordinating leadership meetings, offsites, and confidential executive or board materials. 
• Strong written and verbal communication skills, including clear meeting notes and action-item tracking. 
• Unquestionable integrity and the judgment to handle sensitive business, financial, and personnel information with discretion. 
• Proficiency with Google Workspace, calendaring tools, video conferencing, and electronic signature platforms. 
• Ability to work independently in a remote environment, anticipate needs, adapt to changing priorities, and build effective relationships. 
• Availability to support Pacific Time working hours and commit to the full six-month assignment. 
• You bring confidence, resourcefulness, and warmth to your work. You know when to act independently and when to seek guidance, and you follow through so executives and their teams can rely on you.