Executive Assistant - Ops Team (Remote)

Preferable Location(s): Vancouver, Canada | Houston, United States of America | Birmingham, United Kingdom of Great Britain and Northern Ireland | Ohio City, United States of America | Manila, Philippines

Work Type: Full Time

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 20M users across 500k+ companies worldwide. 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!

We’re looking for a dynamic Executive Assistant to join our Operations team. This role is perfect for someone who can seamlessly transition between tactical execution and strategic planning, bringing innovation and structure to a fast-paced environment. If you’re resourceful, tech-savvy, and thrive on solving complex problems, we’d love to meet you. Join us and redefine what an EA can be!

Responsibilities:

Process Optimization: Identify inefficiencies, implement AI-driven automation, and streamline workflows using tools like Zapier, Replit and other low/no-code platforms.
Data-Driven Decision Making: Analyze data to uncover actionable insights and support operational improvements.
Collaborative Partner: Work closely with internal teams and external stakeholders to propose solutions, drive initiatives, and maintain strong relationships.
Strategic Schedule Management: Oversee executive calendars, prioritize tasks, and coordinate meetings to ensure optimal time management.
Documentation and Communication: Create executive-level reports, presentations, and memos, ensuring clear and effective communication.
Adaptability: Dive into new tools and technologies, staying ahead of industry trends to support innovation within the team.

Qualifications:

Experience: 3+ years in an EA, operations, or similar role, preferably in tech or SaaS. 
Communication: Strong written and verbal communication skills, with a collaborative approach.
Tech Proficiency: Skilled in tools like MS Office, Google Workspace, and project management and productivity platforms like Slack, Loom, Notion, and Asana. Experience with automation tools/LLMs is a plus.
Problem-Solving Skills: Analytical mindset with a proven ability to identify challenges, generate solutions, and deliver results.

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&#39;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.

Fireflies.ai

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Executive Assistant - Operations Team