Executive Assistant

Job not on LinkedIn

🔥 13 hours ago

🇺🇸 United States – Remote

⏰ Full Time

🟢 Junior

🟡 Mid-level

👨‍💼 Executive Assistant

🚫👨‍🎓 No degree required

👻 Ghost score 15%

What it means: how likely this posting is sitting open without active hiring.How to read it: 60% or higher means we think this is a ghost. Lower scores are less of a worry.How we score it: age, reposts, open roles vs team size, how fast jobs close, and whether pay is listed.Fine print: an estimate from public data, not a judgment of the company. Real jobs can score high, so treat it as a hint, not a fact.

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Swans

WebsiteLinkedInAll Job Openings

11 - 50 employees

⚖️ Legal

💼 Consulting

🤖 Artificial Intelligence

Legal • Consulting • Artificial Intelligence

Swans is a law firm growth company focused on Personal Injury firms that builds and implements custom automation and AI-driven systems to streamline the entire case lifecycle from intake to case close. They provide hands-on services (not just software) to reduce administrative work, automate intake and document drafting, increase revenue per employee, and scale firms more efficiently and profitably.

📋 Description

• Support core administrative and executive functions • Manage founders' calendars, inboxes, and travel logistics • Prepare and run leadership meetings and track action items to completion • Source candidates for priority roles and conduct initial screening conversations • Coordinate interviews and candidate communications • Maintain organized ATS and candidate pipelines • Support hiring research, outreach, and People Ops logistics • Coordinate with the bookkeeper to keep finances up to date • Conduct market research and support marketing initiatives • Handle ongoing ad-hoc projects • Progressively initiate, manage, and complete complex projects across marketing, recruitment, finance, legal, and other functions • Work directly with the CEO and CTO on strategic initiatives • Design and implement processes to organize chaos • Free founders' time and grow toward a senior operational role

🎯 Requirements

• 2–5 years of experience in similar roles • Experience as a Project Manager, Executive Assistant, or similar operational role in a fast-paced environment • Experience working in a startup or similar high-growth, chaotic environment • Alternatively, experience in a bigger company with responsibility for managing projects end-to-end • Proven track record of managing multiple projects simultaneously across different functions, such as marketing, finance, and HR • Ability to exercise judgment and triage priorities independently • Discretion when handling confidential founder inboxes, finances, and hiring conversations • Ownership and follow-through through project completion • Clear and concise executive communication • Practical intelligence and proactive problem-solving • Uses AI to work faster and automate administrative tasks • Availability Monday–Friday, morning–evening European hours

🏖️ Benefits

• Performance-based bonus & promotion path • Flexible benefits • Executive coaching, certifications, and training • Career-defining growth investment and team development • Fully remote work • Quarterly in-person meetups in locations all over the globe