Executive Administrative Assistant (Contract)

About Us

Codeword is a communication agency that helps brands create breakthrough comms, content, and community experiences.

We’re a fast-moving team of writers, editors, designers, strategists, videographers, PR mavens, and even a few traditional marketers.

Our incredible roster of global brands trust us to launch their startups, run multi-channel campaigns, grow their user bases, and lead comprehensive PR and marketing initiatives. We're storytellers and brand engineers, and we love big ideas that serve a real purpose.

Codeword is a remote-first agency, with physical offices in NYC and SF that we won’t make you visit.

This is a contractor opportunity starting in November 2026 and running through April 2027.

About You:

• 3–7 years of experience in administrative, operations, executive assistant, or project coordination roles
• Highly organized and detail-oriented, with exceptional follow-through and a knack for keeping things from falling through the cracks
• Proactive and resourceful,  you see what needs to happen next and take care of it
• Comfortable supporting senior leadership, managing competing priorities, and keeping organizational deadlines on track
• A strong communicator who can confidently coordinate with coworkers, clients, and leadership
• Comfortable giving and receiving constructive feedback when it’s needed to keep things moving

About This Role:

Administrative professional who provides executive-level administrative support to leadership and comprehensive operational support to the broader team.

Operational backbone connecting executive leadership, cross-functional internal teams, and external partners to ensure daily operations, schedules, and team initiatives run efficiently and seamlessly.

What You’ll Be Doing:

• Manage complex calendar management for leadership, proactively resolving scheduling conflicts and prioritizing high-value meetings.
• Prepare executive correspondence, briefing documents, agendas, and presentation materials for leadership reviews.
• Collaborate with local team members on travel itineraries for executive staff.
• Gather and consolidate regional content to support leadership requests across communication channels.
• Serve as the primary liaison and gatekeeper for leadership, managing incoming requests and prioritizing communications.
• Track and follow up on leadership action items and strategic deliverables across cross-functional partners.
• Maintain strict confidentiality when handling sensitive strategic, organizational, and personnel matters.
• Team Operations & Logistics Support
• Plan and execute bi-weekly team meetings and offsites, including agendas, presenter prep, team building activities, space logistics, tech setup, and catering.
• Oversee onboarding support for team members, ensuring smooth resource provisioning and access setup.
• Maintain shared team documentation, organizational charts, knowledge bases, and team distribution lists.
• Communications & Special Projects
• Draft and distribute internal communications, team announcements, and operational updates on behalf of team leadership.
• Support special operational projects and process improvement initiatives to streamline department workflows.
• General Operations & Production Support
• Provide leadership with updates on active projects and follow ups from email communications and meetings.
• Handle ad hoc urgent requests for content updates directly with local team members.
• Your Compensation: People –  that's you! – are the heart of our business, and we believe in pay transparency.
• Our budget for this role is $45 - $60/hour depending on experience.
• Codeword Benefits
• Flexible work hours
• Minimum 20 days paid vacation annually
• 401k + financial wellness support
• Health Insurance (medical, dental, life, pet, mental health services)
• Home office allowance
• Bi-annual Wellness Credits
• Monthly Technology Credit (to offset internet / phone costs)
• Comprehensive Parental Leave Policy
• A few more things you should know about Codeword
• The Codeword dream: Make good money doing work you care about with people you like.
• We love our clients (they write the checks!), which means maintaining a high bar for the creativity, smarts, responsiveness, and communication skills we offer them.
• We’re around 100 people, big enough to handle large-scale marketing programs, small enough that you’ll have an impact on our culture.