Executive Assistant

Executive Assistant

About Lumion: Lumion is a leader in innovative tuition solutions, providing advanced software and comprehensive servicing for educational institutions and students. Our mission is to empower trade and technical schools to offer the most trusted operational software and services, enhancing enrollment and giving students access to life-changing education. We are obsessed with training the next generation of skilled tradespeople by supporting the career development of students in high-impact professions. We serve industries from healthcare and skilled construction to transportation, culinary arts, and cosmetology. Lumion is funded by top-tier venture firms, including but not limited to TTV Capital, Tusk Ventures.

Position: Executive Assistant

The Role

We are a fast‑growing startup looking for an exceptionally organized Executive Assistant (EA) who will partner closely with Lumion’s Chief Executive Officer and Chief Operating Officer while keeping our headquarters running smoothly. In this role you will: Provide high‑level administrative support that maximizes executive productivity. Own office operations and culture as our on‑site office manager.

Drive light‑to‑moderate project management and recruiting initiatives that accelerate strategic goals.

Expect a highly‑talented, driven, intense, and bold team.

Key Responsibilities

Executive Support

• Inbox and communication triage; draft or refine executive correspondence and presentations.
• Complex calendar management across multiple time zones for board meetings, investor calls, customer demos, and internal reviews.
• Meeting preparation and follow‑up—compile agendas, briefing docs, capture action items and ensure follow‑through.
• Prepare board and investor materials, route signatures, and manage sensitive documents.

Office Management

• Serve as primary liaison with facilities, IT/AV, cleaning, food, and other vendors; monitor contracts and renewals.
• Manage office‑operations budget; order supplies, swag, and catering.
• Plan and execute on‑site all‑hands, offsites, lunch‑and‑learns, and employee‑appreciation events.
• Oversee health, safety, and ergonomic compliance; maintain an inviting, productive workspace.

Project Management

• Oversee project plans and track milestones and initiatives using Notion
• Draft concise status reports and surface risks, resource gaps, and decisions needed.
• Document SOPs and implement lightweight automations to streamline recurring tasks.

Recruiting Support

• Post and manage job openings in Polymer and Linkedin
• Perform first round screening of candidates
• Coordinate interview scheduling across multiple calendars; guard against conflicts and ensure excellent candidate experience.
• Coordinate with HR for onboarding logistics and equipment ordering

Qualifications

Required

• 2+ years of combined EA, project‑coordination, or operations experience supporting C‑suite leaders—preferably in a high‑growth SaaS or fintech environment.
• Mastery of Google Workspace (or Microsoft 365) and virtual‑meeting platforms; expert at calendar management.
• Demonstrated project‑management acumen
• Experience with recruiting
• Proven ability to handle confidential information with discretion.
• Excellent written and verbal communication skills; able to craft board‑level materials.
• Bachelor’s degree or equivalent professional experience.

Preferred

• Prior office‑management ownership in a scaling startup.
• Experience planning company events or offsites.
• Familiarity with automations
• Exposure to recruiting coordination within SaaS, fintech, or edtech companies.

Benefits

• Unlimited paid time off
• Generous benefits allowance
• Health‑insurance reimbursement
• 401(k) plan
• We’ll pay your cell‑phone and home‑internet bill up to $200/month
• $100/month toward your personal wellness—however you define it