Executive Assistant

Frontline Wildfire Defense, founded in 2017, developed an integrated wildfire defense system combining exterior sprinklers, full-coverage design, and connected software for remote monitoring and response. The company’s mission is to help people live safely with fire through real-world wildfire safety and climate technology solutions.

As Executive Assistant, you will provide comprehensive support to the CEO. Approximately 75% of your time will focus on corporate functions and 25% on personal or other business functions. You will help manage the CEO’s professional and personal priorities, ensure seamless operations, and maximize efficiency in a dynamic, mission-driven environment.

This is a remote-first role for candidates located in the PST or MST time zone, with occasional onsite presence in Jackson, Wyoming. Compensation is $125,000–$150,000, depending on experience. Benefits include company-provided equipment, medical, dental, and vision insurance, a 401(k) plan, flexible time off, 14 paid holidays, and a work-from-home stipend.

• Minimum of 5 years of experience supporting C-level and senior executives in a dynamic, fast-paced setting.
• Bachelor’s degree required; graduate degree (MBA or Master’s) is a plus.
• Experience in fast-growing or mission-driven organizations is a plus.
• Exceptional organizational, time-management, and multitasking skills.
• Ability to stay calm under pressure, be resourceful in ambiguous situations, and think several steps ahead.
• Exceptional written and verbal communication skills.
• Hands-on proficiency with AI tools such as ChatGPT or Claude, with examples of using them to work more efficiently or effectively.
• Tech-savvy and quick to adopt new tools, especially Google Workspace, Slack, and calendar management platforms.
• Proficiency with Microsoft Office Suite, including Word, Excel, PowerPoint, Outlook, and Power BI.
• High level of integrity, professionalism, and discretion.
• Ability to adapt to changing priorities and manage a dynamic workload.
• Familiarity with travel booking platforms and expense management systems.
• Must be located in the PST or MST time zone.
• Successful completion of the required background checks is a condition of employment.

• Handle executive and administrative functions and act as a trusted right hand to the CEO, staying attuned to the CEO’s goals, priorities, schedule, relationships, and values.
• Create and manage executive dashboards, presentations, and case study analysis.
• Own special projects end-to-end, from scoping through execution and reporting outcomes.
• Secure and maintain corporate administrative credentials for the CEO.
• Track and submit accurate professional expense reports in a timely manner.
• Support strategic initiatives and planning by participating in leadership meetings and helping prepare business plans and presentations.
• Turn voice notes, brainstorming sessions, and raw ideas into polished emails, documents, and communications.
• Use AI tools to draft, summarize, research, and synthesize information while preserving the CEO’s voice and judgment.
• Build and refine AI-assisted workflows, prompts, and automations to reduce manual work.
• Research market trends, competitor activity, performance, and tools to inform executive decisions and improve workflows.
• Proactively manage a complex professional calendar across time zones, anticipate conflicts, and prioritize appointments.
• Schedule and facilitate meetings, prepare materials, record minutes when needed, and monitor action items.
• Organize daily activities to maximize executive productivity.
• Manage and triage the CEO’s inboxes, correspondence, and phone calls, and draft communications professionally.
• Arrange professional and personal travel, including flights, accommodations, ground transportation, and detailed itineraries.
• Maintain the CEO’s personal calendar, including reservations, appointments, and social engagements.
• Handle sensitive personal information with confidentiality and discretion.