• Job Description

  Req#: 5001189243806
  BRIEF DESCRIPTION
  
  The Executive Assistant provides high-level operational and administrative support to the Chief Executive Officer (CEO), the full Executive Leadership Team (ELT), and the Law Department. This role serves as the central hub of coordination for internal and external stakeholders, enabling leadership to maximize impact and efficiency across the organization. Responsibilities span complex calendar and schedule management, travel coordination, meeting planning and event execution, project management, and targeted administrative support to the Law Department including matter management, budget tracking, and presentation development.
  
  Salary Range: $85,000- $95,000
  
  PRINCIPAL DUTIES & RESPONSIBILITIES
  
  CEO & ELT Executive Support
  
  • Provide executive-level support to the CEO and 5--7 ELT members across all operational and administrative functions.
  • Own the CEO's calendar end-to-end -- managing complex schedules across multiple leaders and time zones, aligning priorities, resolving conflicts proactively, and protecting high-impact commitments.
  • Proactively build buffer time, prep windows, and transition blocks into the CEO's schedule without being asked -- anticipating needs before they surface.
  • Coordinate detailed travel arrangements for the CEO and ELT -- flights, hotels, ground transportation, and itineraries -- with contingencies built in.
  • Process expense reports accurately and promptly for the CEO and supported ELT members; track and reconcile corporate card activity in compliance with company policy.
  • Draft, review, and send communications on behalf of company executives and Human Resources with clarity, brevity, and appropriate professional tone.
  • Organize and prepare for meetings of all sizes -- from intimate C-suite strategy sessions to large-scale company-wide events involving hundreds of employees -- including agenda preparation, pre-read distribution, logistics, and post-meeting action tracking.
  • Partner with stakeholders to manage key events involving executive leadership, including board meetings, offsites, town halls, and all-hands meetings.
  • May assist with Board of Directors communications and logistics.
  • Answer and triage calls and correspondence; resolve routine matters and escalate high-profile or sensitive issues to the appropriate executive.
  • Prioritize emails and respond on behalf of leadership when necessary and appropriate.
  • Serve as liaison between executives and key internal and external stakeholders, including leadership, board members, outside counsel, and vendors.
  • Compile and analyze data for trends, including employee relations cases and other leadership reporting.
  • Coordinate and execute HR and operational projects, including semi-annual and annual audits.
  • Maintain various records and documents for company executives and Human Resources.
  • Manage sensitive and confidential information with absolute discretion and professionalism.
  • Support executive participation in key events, board meetings, and high-level external engagements.
  
  
  Project Management & Operational Coordination
  
  • Serve as the project coordination hub for cross-functional ELT initiatives -- tracking milestones, circulating updates, and following up on deliverables without needing to be prompted.
  • Build, maintain, and administer project tracking dashboards in Smartsheet -- keeping leadership visibility current and accurate.
  • Coordinate onboarding for new ELT members, ensuring a structured and supported first 90 days.
  • Own special projects assigned by the General Counsel or ELT and drive them to completion independently.
  • Available and responsive for urgent matters, time-sensitive decisions, and organizational emergencies outside standard business hours when the situation requires it.
  
  
  Law Department Administrative Support
  
  • Support for the Law Department is operational and administrative in nature -- keeping systems organized, budgets tracked, and moving projects so the legal team can focus on legal work.
  • Serve as the primary administrator of the Law Department's matter management system -- maintaining accurate matter records, tracking status, and ensuring data integrity.
  • Support legal spend tracking and outside counsel budget management -- monitoring invoices, reconciling actuals against budget, and surfacing variances for GC review.
  • Develop and maintain executive-ready presentations and reports for the Law Department -- clean, formatted, and designed for a C-suite audience.
  • Manage project coordination for Law Department initiatives -- tracking deliverables, deadlines, and open items across internal and outside counsel workstreams.
  • Coordinate document execution workflows (DocuSign and equivalent) routing, tracking, and confirming completion without manual follow-up.
  • Maintain organized filing, version control, and records management for key legal documents and correspondence.
  • Track recurring legal and regulatory deadlines, surface upcoming obligations to the GC with appropriate lead time.
  • Handle all attorney-client privileged and confidential information with absolute discretion; understand what must never appear in casual communications channels.
  
  
  SUPERVISORY RESPONSIBILITY:
  
  This position had no direct reports.
  
  QUALIFICATIONS & REQUIREMENTS:
  
  • 5+ years of professional executive administrative experience supporting senior executives or leadership teams in a fast-paced environment.
  • Proven ability to manage complex, multi-party schedules across senior leadership with competing priorities.
  • Advanced proficiency in Microsoft 365 -- Outlook, Word, Excel, PowerPoint, and Teams -- used daily at an expert level.
  • Proficiency in Smartsheet or demonstrated ability to master new project management platforms quickly.
  • Experience with DocuSign or equivalent document execution platforms.
  • Comfortable with AI tools (Microsoft Copilot, Claude, ChatGPT, or equivalent) or a genuine eagerness to learn them.
  • Advanced understanding of frequently used computer software and programs, including MS Office and Concur.
  • Excellent written and verbal communication skills; ability to draft professional correspondence on behalf of executives.
  • Ability to manage multiple priorities and adapt quickly to changing needs.
  • Strong problem-solving skills and ability to work independently with sound judgment.
  • Ability to establish relationships and build trust throughout the organization.
  • Well-developed organizational, prioritization, multitasking, and time management skills.
  • Strong attention to detail and accuracy, with a high level of discipline and timely follow-through.
  • Proven ability to operate autonomously in a 100% remote environment.
  • High level of professionalism and absolute discretion with confidential and privileged information.
  • Ability to travel occasionally to provide on-site support at internal or customer events.
  • Experience supporting General Counsel, Law Department, or Legal Operations function preferred.
  • California residency preferred.
  
  
  EDUCATION:
  
  Bachelor's degree in business, Communications, or related field required.
  
  WORK ENVIRONMENT & PHYSICAL JOB DEMANDS
  
  The work environment characteristics described here are representative of those employee encounters performing the essential functions of this job.
  
  This position plays a crucial role in supporting our operations that run 24 hours a day, 7 days a week. The nature of this role requires a high degree of flexibility, as it entails working various shifts that may include days, nights, weekends, and holidays. This flexibility is essential to ensure that we consistently meet the needs and expectations of our customers, regardless of the time or day. Employees must be prepared to adapt their schedules as necessary to maintain seamless operational continuity and high levels of customer service.
  
  The physical demands described here are representative of those that must be met by an employee to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
  
  The employee must occasionally lift and/or move up to 25 pounds. While performing the duties of this job, the employee is regularly required to sit; use hands and fingers, reach with hands and arms, talk and hear. The employee is required to regularly move and walk around the office.
  
  TRAVEL:
  
  Ability to travel (including air travel) approximately 25% of the time.
  
  COMPENSATION:
  
  BluSky offers a competitive base salary, a bonus plan for qualified positions, and a comprehensive benefits package that includes: a matching 401(k) plan, health insurance (medical, dental and vision), paid time off, equipment appropriate to the position (i.e.: laptop, smart phone, etc.), and corporate apparel allowance.
  
  BluSky also offers extended benefits such as: Hybrid Work, Employee Assistance Program, Accident & Critical Illness Coverage, Vendor discounts and more.
  
  EEOC:
  
  BluSky is dedicated to the principles of equal employment opportunity. BluSky prohibits unlawful discrimination against applicants or employees on the basis of age 40 or over, race, sex, color, religion, national origin, disability, genetic information, sexual orientation, or any other applicable status protected by Federal, State, or local law.
  
  It is and will continue to be the policy of BluSky that all persons are entitled to equal employment opportunity based on their individual qualifications, performance, and potential without regard for any protected status, as required by state and federal law.

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