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Executive Administrative Partner

Schmidt Entities LLC

Job Overview

Location

California, USA

Job Type

Full-time

Full Job Description

📋 Description

• Be the strategic force behind Agog’s senior leadership team, ensuring every calendar invite, travel itinerary, and action item advances our mission to use XR for social justice and equity. You will orchestrate the day-to-day flow for multiple executives, freeing them to focus on high-impact storytelling, policy, and ecosystem building.
• Own end-to-end calendar management across time zones, balancing board meetings, funder briefings, academic collaborations, and immersive demo sessions. Anticipate conflicts before they arise and negotiate win-win solutions that keep momentum high and stress low.
• Serve as the first impression for Agog’s leadership, drafting polished correspondence, briefing docs, and slide decks that translate complex XR concepts into clear, compelling narratives for philanthropists, nonprofit partners, and policy makers.
• Attend senior-level meetings—virtual and occasionally in person—capturing nuanced discussion points, assigning owners, and tracking deliverables in Asana so nothing slips through the cracks. Follow up proactively to confirm deadlines and deliverables are met.
• Coordinate complex domestic and international travel, including last-minute changes, visa requirements, and immersive-tech demo logistics. Build detailed itineraries that balance productivity with well-being, ensuring leaders arrive prepared and energized.
• Manage expense reporting in Concur with forensic attention to detail, ensuring every receipt is categorized, every policy is honored, and every reimbursement is processed swiftly.
• Maintain Agog’s CRM (Salesforce) with up-to-date contact records, interaction logs, and pipeline stages, turning raw data into actionable insights that drive partnership development and fundraising.
• Identify bottlenecks in leadership workflows and design lightweight systems—templates, automations, dashboards—that scale as Agog grows. Champion continuous improvement by piloting new tools and training teammates on best practices.
• Plan and execute team celebrations, off-sites, and retreats that reinforce our culture of curiosity, inclusion, and fun. From VR-powered icebreakers to sustainable catering choices, you will craft experiences that leave everyone more connected to the mission.
• Act as a confidential sounding board and trusted gatekeeper, exercising impeccable judgment when handling sensitive donor information, strategic plans, and personnel matters.
• Collaborate cross-functionally with program, research, and communications teams, ensuring administrative excellence supports every facet of Agog’s work—from policy roundtables to immersive media labs.
• Embrace a remote-first ethos while fostering serendipity: schedule virtual coffee chats, curate #kudos channels, and design lightweight rituals that keep our distributed team cohesive and energized.

🎯 Requirements

• 3+ years of proven experience supporting multiple executives or senior leaders in a fast-paced, mission-driven environment
• Demonstrated mastery of Google Workspace, Slack, and at least one CRM (Salesforce preferred); familiarity with Asana and Concur a strong plus
• Exceptional written and verbal communication skills, with the ability to draft board-ready correspondence and polished slide decks
• Meticulous attention to detail and a proactive, solution-oriented mindset when juggling competing priorities
• Discretion and sound judgment when handling confidential information and high-stakes relationships

🏖️ Benefits

• Competitive hourly rate of $45–$55, commensurate with experience, for this non-exempt role
• Fully remote flexibility with a strong preference for candidates in Los Angeles, the Bay Area, or Seattle
• Generous benefits package including health, dental, and vision coverage
• Opportunity to be at the forefront of the immersive media revolution while advancing social justice and equity

Skills & Technologies

Remote

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Schmidt Entities LLC

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About Schmidt Entities LLC

Schmidt Entities LLC is a Delaware-registered holding company that owns and operates a portfolio of technology, media, and real-estate ventures. Established in 2015, the firm provides centralized legal, finance, and administrative services to its subsidiaries, which range from SaaS startups to boutique hospitality assets. The company is privately held and headquartered in Austin, Texas, with additional offices in Denver and Los Angeles.

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