Executive Operations Specialist

Ideas United is a creative studio that partners with leading brands and universities to produce impactful, story‑driven content. We are seeking an Executive Assistant to support our leadership team. This role requires exceptional organizational skills, discretion, and a passion for improving workflow.

• Manage calendars, scheduling, meeting logistics, travel, and day‑to‑day administrative needs with thoughtfulness and attention to detail.
• Ensure leaders have the right context, materials, agendas, and follow‑up notes needed to walk into meetings prepared.
• Help manage the flow of information among senior leaders, internal teams, and external partners to ensure communication remains clear and timely.
• Handle sensitive information, executive priorities, and leadership conversations with discretion and professionalism.
• Be a leading voice for the use of AI to optimize workflow, time management and buying back executive leadership time.
• Research companies, organizations, and potential partners to provide helpful context ahead of meetings, outreach, and proposals.
• Help maintain Pipedrive/CRM updates, next steps, deadlines, and follow‑ups so opportunities do not lose momentum.
• Assist with pulling together proposal materials, presentations, case studies, background notes, and other resources needed for partner conversations.
• Support thoughtful partner and prospect moments – including gifting, follow‑ups, meeting preparation, and event logistics – that reflect the iU experience.
• Track action items, deadlines, and follow‑ups from leadership meetings, Slack conversations, and ongoing projects to make sure nothing important falls through the cracks.
• Help coordinate with Growth, Accounts, Creative, Production, Project Management, and other internal teams as priorities move from conversation to action.
• Keep documents, resources, meeting notes, templates, and internal materials organized and easily accessible.
• Support the Head of Operations & Executive Support in keeping visibility into what is moving, what is stuck, and where follow‑up is needed.

• You enjoy bringing structure and organization to fast‑moving, evolving environments.
• You're energized by improving processes and helping teams stay aligned and productive.
• You like connecting work across teams and ensuring priorities move forward.
• You take pride in anticipating needs, spotting gaps, and helping leaders operate more effectively.
• 3‑5 years of experience working in the functional world of Executive Assistant.
• Experience in operations, program coordination, and business operations.
• Sound judgment and discretion when working with sensitive or confidential information.
• Familiarity with tools such as Pipedrive, , Google Suite, and Slack.
• Interest in workflow optimization, automation, or AI‑enabled productivity tools.

• Competitive salary
• Health, vision, and dental insurance
• Unlimited PTO
• Robust 401k with company‑matching
• Flexible working schedule + a hybrid‑friendly environment
• Professional growth + internal educational events
• Dog‑friendly office

If you require reasonable accommodation in interviewing, completing any employment testing, or otherwise participating in this hiring process, please use our application to indicate any specific inquiries. Only requests related to accommodations will be responded to.

All offers of employment at Ideas United are contingent upon clear results of a background check. Background checks will be conducted on all final candidates.