Executive Assistant (Hybrid - Los Angeles)

Ontra is a remote-first company, with access to coworking spaces and offices in a few key cities for employees who may prefer in-person working options. We value connection, investing in opportunities for in-person and virtual gatherings with your Ontra colleagues.
We currently are able to hire exclusively in the locations listed below. Select jobs may have more specific location requirements due to business needs.
United States
Arizona, California, Colorado, Connecticut, Florida, Georgia, Illinois, Massachusetts, Maryland, Minnesota, North Carolina, New Jersey, Nevada, New York, Oregon, Pennsylvania, Tennessee, Texas, Utah, Virginia, Washington
APAC
Hong Kong, Singapore
EMEA
United Kingdom
We are currently only hiring candidates based in Los Angeles for this job. This will be a hybrid role and requires commuting to the 90292 zip code several days a week.
About the team & opportunity
Ontra is seeking an Executive Assistant to support C-Suite company executives with a broad range of executive administrative tasks, including calendaring, travel coordination, meeting notation, administrative communications, and other administrative tasks.
The Executive Assistant will regularly represent Ontra and our CEO to internal and external stakeholders and will be a strong brand steward. This role requires exceptional multitasking abilities, strong communication skills, and the capacity to handle confidential information with integrity and discretion. If you are looking for fast-paced, dynamic work, we'd love to meet you!
What you'll do

• Calendar Management: Manage the daily calendars of Ontra's executives in an organized fashion, including scheduling meetings and appointments, ensuring no conflicts, ensuring all meetings have required materials prepared, and ensuring all attendees are up to speed
• Travel Coordination: Coordinate and arrange all executive travel, including hotel booking, transportation, meal coordination, and group activity planning for domestic and international travel
• Relationship Building: Nurture personal and professional relationships and serve as a primary point of contact between executives and their internal and external networks through thoughtful, professional, and timely communications and gifting
• Correspondence: Handle all correspondence, emails, and phone calls, responding on behalf of executives when necessary and ensuring appropriate follow-up to enhance efficiency and improve responsiveness
• Prioritize Requests: Organize and prioritize incoming requests and information, delegating when appropriate and ensuring tasks are completed efficiently
• Administrative Duties: Manage additional administrative duties, including errands, planning social events, booking appointments, and other everyday tasks required to free up capacity for the executive
• Research Projects: Conduct research, compile data, and prepare reports or presentations as required by the executive
• Confidentiality: Maintain a high level of confidentiality and discretion in handling sensitive information and situations.

What you'll bring

• Experience: 3+ years supporting C-suite executives in an administrative position
• Administrative Expertise: Demonstrated understanding and application of a variety of administrative software and procedures; Google suite experience preferred, with a focus on Gmail, Google Calendar, and Google Sheets
• Logistical Components: Must be willing to commute to 90292 on a frequent basis (at least a few times a week); must have regular access to reliable personal transportation, possess a valid driver's license, and maintain active auto insurance coverage with minimum $100K/$300K limits; and must be be comfortable around dogs.
• Confidentiality & Discretion: Commitment to maintaining confidentiality and discretion when presented with sensitive information, such as personal details, financial information, business plans, etc.
• Problem-Solving: Natural ability to anticipate and resolve administrative and other problems with little to no guidance
• Attention to Detail: Extreme regard for detail and commitment to flawless work
• Communication: Demonstrated ability to communicate in a clear, concise, thoughtful, and effective manner; possessing the intellect, maturity, sophistication, and self-awareness to engage effectively with executive and board-level stakeholders
• Project Management: Ability to manage large, complex projects involving cross-functional stakeholders, vendors, and outside resources

About Ontra
Ontra is the global leader in Contract Automation and Intelligence for private asset management firms. The Ontra platform combines AI-enabled software with a worldwide network of highly trained lawyers to modernize recurring legal workflows. Ontra's solutions improve all aspects of the contract lifecycle - from negotiating and processing routine contracts to tracking obligations in complex agreements. Ultimately, Ontra reduces the time, expense, and risk associated with contract management, freeing its customers to focus on other strategic priorities.
Our benefits

• Opportunity to participate in Ontra's unit-based compensation program
• Medical, dental, and vision insurance base plans at no additional cost
• Employer-sponsored retirement plans
• Monthly phone and internet reimbursement (equivalent of $100 USD)
• Annual professional development reimbursement (equivalent of $2K USD)
• 4 months (16 weeks) of parental leave
• Unlimited paid time off
• Twice-weekly lunch perk

Inclusivity
Ontra is committed to the full inclusion of all qualified individuals. As part of this commitment, Ontra will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact [email protected].
Pay transparency
Ontra factors in your location when benchmarking compensation for most roles. If you have been selected to participate in our interview process, we encourage you to speak with your recruiter about compensation for the role during an initial conversation.
Personnel Privacy Notice: https://bit.ly/46lVT74
Note on Employment Verification: All employees hired will be required to verify identity and eligibility to work in their particular location.
Note to External Agencies: We are not accepting any blind submissions or resumes/CVs from recruitment agencies. Any candidates sent to Ontra will NOT be accepted or considered as a submission without a signed agreement in place.
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