Executive Assistant to CEO & COO

Join to apply for the Executive Assistant to COO role at Frontline Wildfire Defense

Frontline Wildfire Defense is a mission-driven company founded in 2017 by landscape ecologist and fire mitigation expert Harry Statter. We have developed a fully integrated wildfire defense system that protects homes from ember‑driven ignitions. Our innovations have earned recognition as one of TIME’s Best Inventions 2025 and received the PCBC Gold Nugget Award for “Most Innovative Housing Concept.” We’re building real‑world solutions in wildfire safety and climate tech.

Remote (PST or MST time zone required)

As an Executive Assistant
, you will provide comprehensive support to the COO. Approximately 75% of your time will focus on corporate functions associated with Frontline Wildfire Defense, and 25% on personal or other business functions. You will play a critical role in managing the COO’s professional and personal priorities, ensuring seamless operations and maximizing efficiency.

Executive Support & Administration

• Support the COO by handling both executive and administrative functions.
• Act as a true right‑hand to the COO by understanding their goals, rhythms, voice, and priorities.
• Maintain a real‑time awareness of the COOS priorities, schedule, relationships, and personal values.
• Create and manage executive dashboards; support special projects, presentations, and case study analysis.
• Secure and maintain corporate administrative credentials for the COO.
• Track and submit professional expense reports in a timely and accurate manner.

Strategic Support & Anticipation

• Contribute to specialized projects that enhance and support the strategic initiatives of the COO.
• Assist in strategic planning by participating in leadership meetings, providing insights, and helping to prepare business plans and presentations that align with organizational goals.
• Convert voice notes, brainstorming sessions, and raw ideas into polished emails, documents, and communications.
• Conduct research: gather and summarize data on market trends, competitor actions, and performance to help inform executive decisions.
• Enhance workflows: research new tools and methods to assist the executive and the team in working more effectively.

Calendar & Communication Management

• Proactively manage a complex professional calendar across multiple time zones, anticipating scheduling conflicts, and prioritizing appointments based on strategic objectives.
• Schedule and facilitate meetings: prepare agendas, presentations and other meeting materials. Record minutes when required, and monitor action items to guarantee that meetings yield outcomes.
• Prioritize and organize daily activities to maximize executive productivity.
• Act as the primary point of contact; manage and triage all COO inboxes, managing correspondence, screening phone calls, and drafting documents with professionalism and alignment.

Travel Coordination

• Arrange and manage all aspects of professional and personal travel, including flights, accommodations, ground transportation, and detailed itineraries.

Personal Support

• Maintain the executive’s personal calendar, including reservations, appointments, and social engagements.
• Handle sensitive personal information with the utmost confidentiality and discretion.

• Minimum of 5 years of experience assisting C‑level and senior executives in a dynamic and fast‑paced setting.
• Previous experience in fast‑growing or mission‑driven organizations is a plus.
• Must be located in the PST or MST area.
• Exceptional organizational, time‑management, and multitasking skills.
• Stay calm under pressure, be resourceful in ambiguous situations, and always think several steps ahead.
• Exceptional written and verbal communication skills that are clear, polished, and thoughtful.
• Tech‑savvy and quick to adopt new tools, especially Google Workspace, Slack, AI platforms, and calendar‑management tools. Proficiency with Microsoft Office Suite (Power Bi, Word, Excel, PowerPoint, Outlook).
• High level of integrity, professionalism, and discretion.
• Ability to adapt to changing priorities and manage a dynamic workload.
• Familiarity with travel booking platforms…