Sora Union is a professional services company specializing in design, localization, and QA projects for businesses, organizations and governments. The Sora Union team is globally distributed and made up of diverse and talented professionals impacted by or at risk of displacement due to conflict or climate change.

We’re looking for a talented, business-minded Executive Assistant to join our team and work with our co-founders to help our clients build incredible solutions to meet their goals and visions.

To make this possible, we need the right combination of process and people – and that’s where you come in. The Executive Assistant is a critical member of the executive team, providing administrative support to the co-founders and other teammates. The ideal candidate will have a strong understanding of administrative procedures and be able to work independently and as part of a team.

In this role, you will be responsible for administrative support, primarily for three co-founders, and where necessary, for the broader team. This role will require independence, initiative, and flexibility. Your primary orientation should be toward customer service and providing an excellent experience for internal and external stakeholders.

  • Researching our relationship database to proactively propose meetings based on location, calendars and priorities
  • Agenda planning for meetings based on our relationship database and open source data
  • Preparing pre-read materials on relevant meeting information to best prepare co-founders for external meetings
  • Managing co-founder calendars, including scheduling meetings
  • Planning and execution of client, investor, PR and teammate in-person meeting to include: coordinating meeting spaces, restaurant reservations and other logistics, and serving as a point of contact for small and large group in-person events
  • In general, being the first point of contact on email, phone and sometimes video – for a range of critical constituencies
  • Managing small and large group travel arrangements for individuals in a variety of locations, including hotel and flight reservations, bookings and cancellations, and coordinating with finance on refunds, and reimbursements as needed
  • General administrative responsibilities: managing swag inventory; sending items to teammates and clients, and reordering as necessary; ordering and receiving printed materials, for client meetings etc
  • Troubleshooting and independently solving issues as they arise

  • At least 5 years experience in administration or travel and events management
  • At least 2 years in a role that includes both administrative, client engagement, and travel management responsibilities
  • Excellent verbal and written communication and interpersonal skills, a warm demeanor, and a focus on a high level of service
  • High levels of organization, project management, prioritization, and follow through
  • Comfort in a fast paced environment with a highly variable and changing list of priorities
  • Experience with a variety of software tools and platforms, including G Suite, Slack, Notion and corporate travel booking tools
  • Excellent initiative, problem solving, attention to detail, and time management skills
  • Discretion and confidentiality
  • Experience in a startup!

The Executive Assistant will report to the three co-founders. While initially a 6-month contract position, we intend to convert it to a full-time employment relationship. This role is a distributed position, and can be based in any location.

Sora Union is committed to creating and fostering a diverse team. We encourage people from underrepresented backgrounds and all walks of life to apply. We are committed to providing reasonable accommodations to all applicants throughout the application process.