Executive Administrative Assistant (Contract)

Codeword is a communication agency that helps brands create breakthrough communications, content, and community experiences. It is a remote-first agency with physical offices in New York City and San Francisco that employees are not required to visit.

This contractor opportunity runs from November 2026 through April 2027. The role provides executive-level administrative support to leadership and comprehensive operational support to the broader team, connecting executive leadership, internal teams, and external partners to help daily operations, schedules, and team initiatives run smoothly.

Compensation is $45–$60 per hour, depending on experience.

• 3–7 years of experience in administrative, operations, executive assistant, or project coordination roles.
• Highly organized and detail-oriented, with exceptional follow-through and the ability to keep things from falling through the cracks.
• Proactive and resourceful, able to anticipate what needs to happen next and take care of it.
• Comfortable supporting senior leadership, managing competing priorities, and keeping organizational deadlines on track.
• Strong communicator who can confidently coordinate with coworkers, clients, and leadership.
• Comfortable giving and receiving constructive feedback when needed to keep things moving.

• Manage complex leadership calendars, proactively resolving scheduling conflicts and prioritizing high-value meetings.
• Prepare executive correspondence, briefing documents, agendas, and presentation materials for leadership reviews.
• Collaborate with local team members on executive staff travel itineraries.
• Gather and consolidate regional content to support leadership requests across communication channels.
• Serve as the primary liaison and gatekeeper for leadership, managing incoming requests and prioritizing communications.
• Track and follow up on leadership action items and strategic deliverables across cross-functional partners.
• Maintain strict confidentiality when handling sensitive strategic, organizational, and personnel matters.
• Plan and execute bi-weekly team meetings and offsites, including agendas, presenter preparation, team-building activities, space logistics, technology setup, and catering.
• Oversee onboarding support for team members, ensuring smooth resource provisioning and access setup.
• Maintain shared team documentation, organizational charts, knowledge bases, and team distribution lists.
• Draft and distribute internal communications, team announcements, and operational updates on behalf of team leadership.
• Support special operational projects and process improvement initiatives to streamline department workflows.
• Provide leadership with updates on active projects and follow-ups from email communications and meetings.
• Handle ad hoc urgent requests for content updates directly with local team members.