Executive Assistant

Who We Are

At Apptegy, we are more than a tech company; we are partners dedicated to transforming how schools communicate and shape the future of education. Your work here will directly empower districts to share their stories, engage their communities, and celebrate student success. We're a team of thoughtful, high-performing individuals committed to making a tangible impact. If you're looking for a dynamic environment where you'll be supported with exceptional mentorship and resources to grow your career, come build with us.

About the Role

We’re looking for an entry-level Executive Assistant to join our Executive Operations team and provide high-quality, behind-the-scenes support for our executive leaders. You’ll work closely with the Sr. Executive Operations Specialist to keep calendars clean, meetings well-run, communication tight, and logistics flawless for a fast-moving executive team.

This is a great role for someone who is detail-oriented, calm under pressure, and excited to learn how to support C‑level leaders, board members, and external partners at a high bar.

What You’ll Do

Calendar & Meeting Support

• Own day-to-day calendar management for designated executives under the direction of the Sr. Executive Operations Specialist (scheduling, rescheduling, and protecting focus time).

• Coordinate multi-party meetings across time zones, including holding times, sending invitations, and confirming details.

• Prepare and send clear, concise scheduling emails to external stakeholders (e.g., board members, advisors, vendors) reflecting the executive’s preferences and constraints.

• Ensure meeting readiness:

  • Links/locations are correct.

  • Attendees know who is driving each part of the meeting.

Travel & Logistics

• Support planning of executive travel (with close oversight at first), including:

  • Flight, hotel, and ground transportation options.

  • Clear travel itineraries with confirmation numbers, addresses, and timing.

  • Coordination of last‑minute changes and contingencies.

• Work with external vendors (e.g., transportation companies, venues) to confirm accurate details, headcounts, and timing for executive travel and small events.

Events & Internal Programs Support

• Support planning and day-of execution for company events and executive programs, such as:

  • Company kickoff and all-hands meetings.

  • Board meetings and investor visits.

  • Leadership offsites and internal workshops.

• Own tactical logistics for assigned portions of events:

  • Room setup, seating layouts, and basic A/V checks.

  • Catering orders (headcounts, dietary needs, delivery timing).

  • Run-of-show checklists and vendor confirmations.

Communication & Administration

• Draft and send professional, concise correspondence on behalf of executives and the Executive Operations team (email, calendar invitations, confirmations, reminders).

• Keep executive contact lists and key relationship info up-to-date (investors, partners, advisors, VIP clients).

• Maintain organized digital files in Google Drive (naming conventions, folder hygiene, version control).

• Own timely, accurate submission of expenses for assigned executives and key events (credit card receipts, reimbursements, mileage, and vendor invoices), ensuring everything is coded correctly and submitted ahead of Finance deadlines.

• Handle ad hoc projects and research to help executives and the Sr. Executive Operations Specialist move faster and make better decisions.

What Success Looks Like

• Calendars for supported executives feel proactive, thoughtful, and intentional, not chaotic or reactive.

• Meetings start on time with the right people, the right materials, and clear objectives.

• Executives experience fewer last-minute fires because logistics, travel, and event details were anticipated and handled in advance.

• External partners (investors, advisors, vendors) experience smooth, professional interactions and clear next steps.

• The Sr. Executive Operations Specialist can delegate more complex coordination and projects to you over time because you’ve demonstrated reliability and judgment.

What We’re Looking For

Must-Have Skills & Experience

• 1–2 years of experience in a coordinator, assistant, operations, or client-facing role (internships and part-time roles count) or a track record of managing complex logistics in another context (e.g., events, hospitality, education).

• Exceptionally strong organization and attention to detail:

  • You notice when dates, times, or links don’t line up.

  • You can track many moving pieces without dropping them.

• Clear written communication:

  • You can write professional, direct, and friendly emails.

  • You know how to summarize details in a way busy people can skim.

• Comfort with calendar tools and productivity software, including:

  • Google Calendar and Google Workspace (Docs, Sheets, Slides).

  • Video conferencing tools (e.g., Zoom, Google Meet).

• Proven ability to handle confidential information with discretion (executive conversations, financial documents, personnel topics).

• A calm, steady presence when plans change last minute or senior leaders are under time pressure.

Nice-to-Haves

• Prior experience supporting senior leaders or executives in any capacity.

• Experience coordinating:

  • Vendor relationships (caterers, transportation, venues).

  • Multi-day events or programs (retreats, conferences, kickoffs).

• Familiarity with:

  • Slack or other internal communication tools.

  • Basic formatting of slides or documents for leadership audiences.

Why Apptegy

Join a team that’s committed to your success. At Apptegy, we’re passionate about creating an environment where you can do your best work and find true fulfillment. We believe in investing in our people—both professionally and personally—because your well-being drives our collective impact.

US Employee Benefits: 

Comprehensive medical, dental, vision, and life insurance coverage

Retirement 401(k) with employer match

Health Savings Accounts (HSA) and Flexible Spending Accounts (FSAs)

Mental Health Reimbursement

Unlimited paid time off, including seasonal (December) company-wide time off

Paid parental and medical leave

MX Employee Benefits:

Private medical insurance for you and your dependents
Life insurance
15 days Aguinaldo
Vales de Despensa
Fondo de Ahorro
Caja de Ahorro
Flexible paid time off policy
Paid travel to/from Little Rock, Arkansas for Onboarding.

Apptegy champions the thoughtful integration of AI to empower our teams and processes. As we seek to understand your individual capabilities and how you might contribute, we ask that all responses to application questions and during interviews are genuinely your own. Please refrain from using AI generation tools, as our aim is to assess your authentic voice and expertise.

Equal Opportunity Employer

Apptegy is an equal-opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, or genetic information.