Executive Assistant

Executive AssistantTracera | Remote (US Eastern Time hours)Contract Role About TraceraTracera is a fast-growing, venture-backed B2B SaaS company transforming how enterprise organizations manage complex operational and sustainability data. As we enter our next stage of growth, we are looking for an Executive Assistant to support our CEO and leadership team, keep our executives focused on what matters most, and help the company run smoothly behind the scenes. This is a high-trust, highly visible role. You will work directly with our CEO, co-founders, and Head of People Operations, and partner with board members, investors, search partners, candidates, and customers on a daily basis. We are looking for someone who is proactive, organized, and calm under pressure. You should be equally comfortable managing a packed executive calendar across time zones, coordinating an international trip, scheduling a board-level interview, drafting a polished email on short notice, and handling confidential matters with discretion. What You'll OwnYou will be the operational right hand to Tracera's leadership team, owning the logistics, coordination, and follow-through that let our executives focus on hiring, strategy, and customers.You will:Manage the calendars of the CEO and leadership team across multiple time zones, prioritizing time for hiring, strategy, and customer commitments.Coordinate executive recruiting end to end, scheduling interviews with candidates, executives, board members, and references, and keeping external search partners aligned.Maintain hiring pipelines in Notion and trackers in Excel, keeping candidate status, notes, and next steps up to date every day.Support candidate sourcing and screening on LinkedIn and Sales Navigator against defined role criteria, and manage LinkedIn outreach and replies.Plan and book domestic and international travel, including flights, hotels, trains, ground transport, and lounge access, presenting clear options with pricing and cancellation terms.Manage conference and event logistics, including registrations, ticketing, attendee coordination, and event cost tracking.Track executive expenses, collect receipts, and prepare monthly reimbursement submissions for Finance.Draft and manage communications on behalf of executives, including emails, Slack messages, and correspondence with board members, investors, and external partners.Capture decisions and action items from meetings and follow through until every task is closed.Maintain company-wide operations such as distribution lists, the vacation and birthday calendars, yearly official holiday calendars, and team swag orders.Research and prepare business cases and vendor comparisons, such as office options and insurance renewals.Handle confidential and personal tasks for executives with complete discretion.Document processes and build SOPs so recurring work stays organized and repeatable. What We're Looking ForWe're looking for a proactive operator who has supported founders or C-suite executives in a fast-paced environment and knows how to anticipate needs before they're raised.Ideally, you bring:3+ years of experience as an Executive Assistant, ideally supporting a CEO or founders at a startup or high-growth company.Experience managing complex calendars across multiple time zones and stakeholders.Experience coordinating recruiting or interview processes, ideally alongside external search firms.Strong travel planning experience, including international and multi-city itineraries.Excellent written English, with the ability to adjust tone for board members, candidates, and partners.Sound judgment and complete discretion when handling confidential information.Proficiency with Microsoft 365 (Outlook, Teams, Excel), Slack, and Notion.Comfort using AI tools to work faster and smarter.A proactive, solutions-oriented approach: you come with answers, not just questions.Strong organization and attention to detail, with the ability to juggle competing priorities and deadlines.Availability to work during US Eastern Time business hours.Fluent in English.Experience with LinkedIn Sales Navigator, Power Automate, or expense tools like Brex would be a plus.Familiarity with sustainability, ESG, or B2B SaaS would be a plus. What Success Looks LikeIn your first 3–6 months, you will have taken full ownership of executive calendars, travel, and recruiting coordination, built trusted relationships with our leadership team, board members, and key partners, and kept hiring processes, bookings, and expenses running smoothly and on time.You'll also have documented the processes you own, so recurring work stays organized and repeatable. Why Join Tracera?This is an opportunity to do much more than manage calendars.You'll work side by side with the CEO and leadership team of a mission-driven company, see how a high-growth startup is built from the inside, and play a central role in hiring the leaders who will shape Tracera's next stage of growth. We're looking for someone who wants ownership: someone who takes pride in keeping things running smoothly, anticipates what's needed next, and wants to grow with the company.