Overview
Executive Assistant Jobs in United States at Swooped
Title: Executive Assistant
Company: Swooped
Location: United States
Swooped is a Talent Platform (not a staffing agency). We are not the employer for this role and do not make hiring decisions. Clicking "Apply" takes you to Swooped to review the role and hiring company details.
About the Opportunity
This organization is an AI research and product company transforming how people interact with technology.
Launched with the first human-like AI voice model, this organization now serves millions of users and thousands of businesses, from fast-growing startups to large enterprises. Its investors are some of the world's most prominent. The organization has raised significant funding and achieved a substantial valuation.
The organization has expanded from voice into three main platforms:
- Enables businesses to deliver seamless and intelligent customer experiences, with the integrations, testing, monitoring, and reliability necessary to deploy voice and chat agents at scale.
- Empowers creators and marketers to generate and edit speech, music, image, and video across 70+ languages.
- Gives developers access to leading AI audio foundational models.
How the Team Works
- High-velocity: Rapid experimentation, lean autonomous teams, and minimal bureaucracy.
- Impact not job titles: There are no job titles. Instead, it’s about the impact you have. No task is above or beneath anyone.
- AI first: AI is used to move faster with higher-quality results across the whole organization—from engineering to growth to operations.
- Excellence everywhere: Everything done should match the quality of the AI models.
- Global team: Talent is prioritized, not location.
What is Offered
- Innovative culture: You’ll be part of a generational opportunity to define the trajectory of AI, surrounded by a team pushing the boundaries of what’s possible.
- Growth paths: Joining this organization means joining a dynamic team with countless opportunities to drive impact – beyond your immediate role and responsibilities.
- Learning & development: Professional development is proactively supported through an annual discretionary stipend.
- Social travel: An annual discretionary stipend is provided to meet up with colleagues each year, however you choose.
- Annual company offsite: Each year, the entire team is brought together in a new location.
- Co-working: If you’re not located near one of the main hubs, a monthly co-working stipend is offered.
About the Role
This organization moves fast – and behind every high-performing leader is someone who makes sure nothing slips. This is a high-trust, hands-on role for someone who thrives in dynamic environments and takes genuine ownership of the details that keep people and teams running at their best.
You'll be the operational backbone for a Growth Lead and the wider Growth team – managing calendars, coordinating across time zones, handling travel, and owning the day-to-day administrative tasks.
In this role, you will:
- Manage complex, fast-moving calendars for the Growth Lead and provide scheduling and coordination support across the broader Growth team
- Support personal admin and own travel logistics end-to-end: flights, accommodation, ground transport, and itineraries across multiple time zones and geographies
- Handle sensitive and confidential matters with discretion, acting as a trusted partner to the Growth Lead in both professional and operational contexts
- Coordinate seamlessly with internal teams and external stakeholders, including senior leaders and partners.
- Build structure, processes, and systems that scale with a fast-growing AI company.
- Act as a key point of contact for the Growth team, supporting day-to-day administrative needs and helping both run smoothly
- Anticipate needs before they arise: managing follow-ups, flagging conflicts, and keeping stakeholders aligned without being asked.
Requirements
- Past experience in executive assistant roles, ideally supporting a senior leader and their broader team in a fast-moving environment
- Strong organizational skills with the ability to manage competing priorities, shifting timelines, and multiple stakeholders
- Exceptional written and verbal communication skills, with the ability to communicate effectively with a wide range of stakeholders, from senior executives and partners to vendors and office guests.
- High emotional intelligence and discretion – trusted with sensitive information and able to navigate complex interpersonal situations with maturity
- A proactive and forward-thinking approach, with a proven ability to anticipate needs, identify inefficiencies, and implement new processes to improve workflow in a fast-paced environment. This includes developing systems for managing operational documents, streamlining vendor contracts, and enhancing office procedures.
- Comfortable supporting not just an individual but a wider team — able to flex between high-priority senior leadership support and broader operational needs as the situation demands
- Fluency with AI tools to help improve quality and speed of work e.g. Claude or ChatGPT
Location
This role is remote-first, so it can be executed from anywhere in the world, with the ability to operate in UK or East Coast timezones. If preferred, you can work from offices in Bangalore, Dublin, London, New York, San Francisco, Tokyo, and Warsaw.
The hiring organization is an equal opportunity employer committed to building a diverse and inclusive team.
