Executive Assistant

Fireflies.ai is the #1 AI voice assistant -- automating note-taking, making meetings searchable, and turning voice into action & insights. It integrates into Zoom, Google Meet, and all major web-conferencing platforms. Fireflies is trusted by over 16M users across 300k+ companies worldwide. This year, Ramp recognized Fireflies as the 6th most popular AI platform behind OpenAI, Midjourney and Anthropic. Chances are you’ve seen Fireflies in one of your meetings!
Fireflies.ai is seeking a highly organized and proactive Executive Assistant. As the Executive Assistant to the leadership team, you are a masterful problem-solver and a highly organized individual to handles complex calendaring and travel planning. The ideal candidate is a dedicated individual, eager to contribute to Fireflies.ai's success and partner with the rest of the Executive team. You are resourceful in building relationships across the company and have excellent written and verbal skills.

Responsibilities:

• Manage and coordinate the executive team's schedules, appointments, and meetings. Prioritize and schedule meetings, ensuring optimal use of executives' time.
• Dive deep into learning new tools, technologies, and best practices to drive automation and process improvements.
• Collaborate with clients, vendors, and internal teams to identify needs, propose solutions, and manage relationships.
• Draft, proofread, and edit emails, memos, reports, and other documents as needed.
• Analyze and optimize workflows to improve team efficiency and effectiveness.
• Act as a problem-solver and resourceful partner for cross-functional teams.
• Ensure timely and effective communication, documentation, and reporting.
• Data and Document Management: Maintain and organize confidential information and documents, Create and manage executive-level reports and presentations.

Qualifications:

• 2+ years of experience in an EA, operations, or similar role, preferably in tech or SaaS.
• Demonstrated ability to manage multiple projects and priorities simultaneously.
• Proficiency in tools like MS Office, Google Workspace, and project management platforms.
• Strong written and verbal communication skills.
• Bachelor’s degree in a relevant field is preferred but not required.

About You:

• Hustle & Energy: You’re self-motivated and thrive in fast-paced, high-growth environments.
• Ownership Mindset: You take responsibility for your work, raise the bar, and deliver results.
• Tech-Savvy: Familiarity with SaaS tools, automation platforms, and operational software is a plus.
• Problem-Solver: You approach challenges with sound judgment, persistence, and creativity.
• Adaptable: You embrace change and excel in dynamic, rapidly evolving scenarios.

Why Join Us?

At Fireflies.ai, you’ll experience:

• Immense Learning Opportunities: Be part of a rapidly scaling, market-leading company.
• Ownership and Impact: Operate as a high-functioning individual with a growth mindset.
• Innovation-Driven Culture: Work with a passionate team that thrives on solving challenges.
• Dynamic Environment: Thrive in a fast-paced, supportive environment that recognizes your contributions. We value outcomes over rigid schedules, so adapt your work timing to deliver your best.

Values that are important to us:

• You should be a great communicator and culture maintainer.
  • Take a look at our culture document
• You're data-driven and customer-focused
• You measure your results & automate when possible
• You get 10% better at something every week
• You have an internal compass and take accountability & initiative
• We value overcommunication, candid feedback and a results-driven culture

Perks and benefits :

• Competitive compensation
• Work remotely from anywhere
• Opportunities to move laterally within a team and grow rapidly
• Paid time off and flexible leave policy
• A "no boss" culture that empowers you to take ownership
• Flexible working hours to fit your lifestyle
• LGBTQ+ friendly
• Fun international offsite to connect and recharge
• Tech reimbursements to support your work

About us:

At Fireflies.ai, we’re dedicated to revolutionizing the way teams interact with AI in their daily workflows. Our inclusive culture champions security, innovation, customer experience, and growth. Backed by $19 million from top-tier investors like Canaan, Khosla Ventures, and angels from Slack, Facebook, Dropbox, Amazon, and Salesforce, Fireflies is driven by a passionate 100+ member global team spanning 20+ countries and every timezone. We’re building a world-class, global-first team, and we dogfood our own product to do so.
We are an equal-opportunity employer and strongly value diversity at our company because our team will be stronger with different perspectives and experiences. We do not discriminate based on race, religion, colour, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.