Company Overview: brightfin provides clients with a suite of IT financial management and managed software subscriptions to enable your organization to rationalize, comprehend, normalize, optimize, and allocate spend to clearly show IT’s value in delivering revenue, services, and organizational enablement for the enterprise.
Role Summary:
brightfin is hiring an Executive Assistant who thrives in fast-moving environments and brings calm, order, and momentum to the executive office. This role supports the CEO/CHRO/CFO through heavy calendar management, meeting coordination, executive communications, and operational follow-through. This is a high-trust, high-judgment role for someone who is proactive, assertive (in the right ways), and exceptional at driving outcomes. You’ll be at the center of how the company runs day-to-day — ensuring leaders are aligned, prepared, and operating at high velocity.
What Success Looks Like
- The CEO’s time is protected and optimized, with minimal friction and maximum leverage.
- Meetings are purposeful, prepared, and followed through.
- Leadership team coordination is consistent, clean, and reliable (especially across time zones).
- Board-related scheduling and communications are handled with professionalism, accuracy, and discretion.
- The People/HR function is supported with responsive, detail-oriented administrative execution when needed.
Key Responsibilities
CEO Executive Support
- Own and manage the CEO’s complex calendar: prioritization, sequencing, time-blocking, and conflict resolution.
- Schedule and coordinate internal and external meetings across multiple time zones; manage logistics end-to-end.
- Drive meeting preparation: agendas, pre-reads, attendee coordination, and follow-ups/action tracking.
- Maintain high-quality communications on behalf of the CEO as needed (email coordination, scheduling messages, confirmations).
- Anticipate needs, spot issues early, and keep priorities moving without needing reminders.
Leadership Team & Cross-Functional Coordination
- Provide backup scheduling and coordination support for executive leadership team members when needed.
- Support executive operating rhythm: weekly leadership meeting logistics, cadence communications, action tracking.
- Partner closely with the CHRO to keep leadership coordination tight during growth and integration phases.
Travel, Expenses, and Logistics
- Coordinate travel logistics for the CEO and provide backup travel support for the leadership team (air, hotel, ground, itineraries).
- Own expense management and reconciliation for the CEO and support T&E processes for executives as needed.
- Maintain clean documentation and timely submissions; follow company policies and deadlines.
Board & Executive Communications
- Coordinate board meeting logistics: scheduling, calendars, meeting links, and attendee communications.
- Support preparation workflows by tracking timelines, reminders, and distribution needs (in partnership with CEO/CHRO/CFO).
- Communicate with board members and external stakeholders with polish, discretion, and urgency.
Events & Offsites
- Coordinate corporate events such as leadership offsites, planning sessions, customer events, and team gatherings.
- Manage logistics, vendor coordination, run-of-show support, and post-event follow-up.
HR/People Admin Support
- Support the CHRO with basic administrative execution
- Assist with People team coordination tasks during peaks (integration activities, communications rollouts, company-wide programs).
Qualifications
- 5+ years of experience supporting senior executives (CEO/President/GM-level strongly preferred).
- Proven ability to manage high-volume scheduling with competing priorities in a fast-paced environment.
- Strong executive presence: polished written and verbal communication, confident follow-through, sound judgment.
- High attention to detail — consistently accurate in calendars, logistics, documentation, and communications.
- Strong PowerPoint and presentation support skills: formatting, slide clean-up, layout, and executive-ready output.
- Comfortable operating with ambiguity and shifting priorities; thrives in a “figure it out” environment.
- High discretion and ability to handle confidential information with maturity and professionalism.
- Tech fluent: comfortable with modern productivity tools (Google Workspace or Microsoft 365, Slack, Zoom, calendar systems, expense tools).
What We’re Looking For (Traits)
- Proactive driver: you don’t wait to be told — you anticipate, act, and close loops.
- Assertive, not abrasive: you can push back, enforce priorities, and protect time respectfully.
- Operationally sharp: you spot friction, simplify workflows, and create repeatable systems.
- Calm under pressure: you stay steady when the pace is high and timelines are tight.
- Service mindset with high standards: you care deeply about quality and how things land.
Work Environment
- Remote-first role within the United States.
- Prolonged periods of sitting at a desk and working on a computer
- Occasional travel may be required for leadership offsites and key events.
Compensation & Benefits:
- brightfin offers a comprehensive health, dental and vision benefits package.
- Paid time off. We strongly believe in work-life balance and taking time for yourself.
- 401K with employer match
- Compensation Range: $85,000 - $95,000
- Anticipated application window: February 19 - 25, 2026
FLSA Status: US Exempt
The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities, or physical requirements. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. brightfin is an equal opportunity employer. The company will consider all qualified applicants without regard to race, color, religion, sex, pregnancy, sexual orientation, gender identity, national origin, disability, veteran or military status, age, genetic information or other characteristics protected by federal, state, or local applicable law. Candidates are subject to a background check. All employees must adhere to brightfin’s Information Security and Privacy policies and procedures.
