Executive Administrative Assistant

Position Overview

Serving as a pivotal collaborator to the President and COO of Financial Recovery Group (FRG), this role empowers two senior leaders to maximize their operational capacity within a dynamic SaaS environment. The President oversees technology and product engineering functions, while the COO manages commercialization, go-to-market strategies, and revenue operations. The Executive Administrative Assistant is responsible for coordinating calendars, communications, and priorities across these two domains, navigating high-paced initiatives with discretion and adaptability.

Core Responsibilities

• Manage and optimize complex, frequently changing schedules for both executives, resolving conflicts and safeguarding focused working time in alignment with evolving priorities.
• Act as the primary gatekeeper by handling incoming requests, correspondence, and communications for the President and COO.
• Compose, review, and oversee executive-level communications with stakeholders including internal teams, clients, investors, and partners.
• Prepare briefing materials, meeting agendas, and pre-read documentation for leadership gatherings, board meetings, customer engagements, and investor updates.
• Organize and coordinate domestic and international travel arrangements, itineraries, and expense submissions.
• Monitor key action items and deadlines across engineering, product, sales, and customer success teams to ensure alignment and timely completion.
• Support quarterly planning, objective and key results (OKR) tracking, and logistics for leadership offsites.
• Maintain the operational rhythm through scheduling recurring meetings, managing reporting cycles, and facilitating ongoing reviews.
• Maintain organized and secure digital documentation including contracts, employee records, and confidential files.
• Oversee administrative workflows using SaaS tools such as HubSpot, Jira, Confluence, and Microsoft Teams.
• Manage invoicing, billing, and bookkeeping activities in QuickBooks Online while collaborating with the finance team on reporting matters.
• Identify and implement process enhancements to increase executive office efficiency.
• Liaise with third-party vendors under the guidance of the IT department and monitor related interactions.
• Assist with onboarding new hires, ensuring they have the necessary workspace, tool access, and documentation.
• Maintain office supplies and manage logistical needs as required.

Applicant Qualifications

• Minimum of four years supporting senior executives, ideally at the C-suite or founder level, preferably within startup or high-growth technology organizations.
• Proven success in managing schedules and priorities for multiple principals simultaneously.
• Excellent written and verbal communication skills with comfort representing leadership in interactions with customers, investors, and partners.
• Strong project management capabilities, prioritization proficiency, problem-solving aptitude, and ability to multitask effectively in a high-pressure environment.
• Demonstrated discretion and sound judgment in handling confidential information.
• Advanced expertise with Microsoft Office applications and Microsoft Teams.
• Self-driven work style with a proactive approach to anticipating needs and operating independently.
• Experience in SaaS or B2B software companies is a plus.
• Familiarity with HubSpot (CRM), Jira, and Confluence tools preferred.
• Knowledge of QuickBooks Online and basic bookkeeping/billing processes is advantageous.
• Understanding of workflows typical in engineering/product and commercial/go-to-market teams.
• Bachelor's degree is preferred, although equivalent professional experience will be taken into account.

Compensation and Benefits

The salary offered ranges from $70,000 to $85,000 annually and includes full employee benefits.