Executive Assistant

• We’re looking for a long-term Executive Assistant partner to our CMO and CPO. This is a role for someone who wants to sit close to how both marketing and product decisions actually get made, not just keep two calendars moving
• The CMO owns brand, growth, and communications where the marketing calendar drives the company calendar
• The CPO owns product strategy and is currently also serving as General Manager for Virtual Clinics, giving the role real business-unit weight alongside product leadership
• Your job is to make sure both executives’ time, attention, and preparation are pointed at whatever matters most that week, and that both the marketing and product orgs have a reliable operating rhythm underneath them
• AI is changing what this role can be. As automation takes the repetitive work off your plate, you’ll spend less time on the transactional and more time as a strategic partner: shaping how the CMO’s and CPO’s time is spent, running programs end to end, and solving ambiguous problems before they reach either executive
• We’re looking for someone excited to lead that shift, and who enjoys the particular challenge of balancing Marketing and Product support well
• This role reports into our Chief of Staff
• Run two complex, constantly changing diaries, structuring each schedule around current priorities rather than around whoever asked first
• Make active trade-off calls on what gets time, what gets delegated, and what gets declined for each executive. Flag conflicts early and bring recommendations rather than questions
• Ensure the CMO and CPO walk into every meeting on time and prepared, with the context, materials, and background they need
• Build in thinking and preparation time ahead of high-stakes moments: board and leadership sessions, product launches and business reviews, marketing campaigns and press, and partner conversations
• Own the rhythm of the business for both the marketing and product orgs: leadership meetings, planning cycles, offsites, and reviews. Set agendas, prepare materials, capture decisions, and chase the actions that come out of them
• Track priorities and commitments across both leadership teams, and flag where things are slipping before they become problems
• Draft project plans, memos, and status updates. Build presentations and reports that are ready for an executive audience, for either function
• Partner with Finance and People on both teams’ budget cycles, headcount tracking, and vendor, agency, and business-unit admin (including support for the CPO’s Virtual Clinics remit)
• Keep the CMO and CPO connected to what’s happening across their respective orgs, surfacing what they need to know and filtering what they don’t
• Manage external relationships on the CMO’s behalf: partners, agencies, press, and industry contacts
• Support the CPO’s coordination across product, engineering, and design leadership, and with business-unit stakeholders on Virtual Clinics
• Use AI and automation tools to remove repetitive work, build efficient workflows, and support projects across both teams. Test new tools early and share what works with the wider EA team
• Simplify or retire processes that no longer serve either team. Create repeatable templates, and keep shared drives and collaboration spaces usable
• Improve how information moves through both orgs so decisions and context don’t get stuck with one person
• Run and manage company all-hands and team town halls end to end, for marketing and product
• Own workshops from start to finish: planning agendas with executives, preparing materials, and facilitating on the day
• Act as a culture leader for both the marketing and product teams, and partner on engagement and recognition work
• Plan detailed domestic and international travel for both executives, and manage expenses, invoices, and POs
• What success looks like in the first year
• Both the CMO’s and CPO’s calendars reflect their stated priorities, and they consistently arrive prepared
• A meaningful share of the recurring admin work in this role has been automated or removed
• Leaders across the business come to you first when they need something from the CMO or the CPO, and trust the answer they get

Benefits

• Participation in Flo’s success: We firmly believe every employee contributes to the company’s growth and its future success. All employees are eligible to participate in Flo’s Employee Share Ownership Plan (ESOP) and be awarded equity to participate in the long-term value creation of the business
• Family benefits: We know having a baby can be a big transition for the family, so we’re proud to offer 1 month fully paid paternity leave to be there and bond with your baby and 6 months of fully paid maternity leave, with a $5000 bonus on your return to work to help you settle into this new chapter of your life. (Depending on your country there may be additional options for parental time off and shared parental leave beyond the early days)
• Resources you need to thrive: At Flo you will have access to internal and external learning resources and tools to challenge your knowledge and push yourself further every day. We support career progression from within through personal development plans and dedicated Learning & Development budget to help you thrive
• Holiday and sick leave: It’s important to take time off to recharge and spend time with family and friends. We offer 25 days (28 for vice presidents and above) paid holiday in addition to the local public holidays and 30 days fully paid sick leave per year
• Flexible workplace: We want to provide a setup that gives our employees the flexibility they need, while also getting important face to face time with the team. With this in mind, we encourage teams to spend 2 days/week in the office.

Our popular Workation policy also allows you to work from anywhere for up to 2 months a year- Strong project planning and time management, with experience running projects that involve people who don’t report to you

• Proficiency in Google Workspace or comparable Microsoft and Mac tools, plus Slack, Jira, or similar
• Exceptional organisation, record-keeping, and documentation skills - including keeping two executives’ priorities straight without letting either drop
• A track record of driving work independently in an ambiguous, fast-moving environment, with the judgment to know what needs an executive decision and what doesn’t
• At least 4 years of executive support or comparable professional experience, including time supporting VP+ leaders
• High emotional intelligence in listening and communication, and the ability to handle highly confidential information with discretion
• Excellent writing and editing. You can draft a memo or a deck in an executive’s voice, and switch voice between two different executives
• Comfort adopting new AI and automation tools quickly, with a habit of testing and sharing what works
• Very responsive to email, Slack, and other requests
• Critical and creative thinking, proactive problem solving, and the capacity to exercise considerable judgment and initiative
• Experience supporting a product organisation, and familiarity with product planning, releases, and cross-functional delivery with engineering and design
• Formal project management experience
• Experience supporting a marketing, brand, or communications organisation, and familiarity with how campaigns and launches come together