Executive Assistant

Job Title: Executive Assistant

Location: Remote

Who we are

Flashfood is a marketplace app that connects grocery retailers with shoppers. Grocers post items nearing their best-before dates, like fresh produce, meat, and bakery goods, at discounted prices, helping them recover costs and attract new shoppers. Shoppers get great deals on quality groceries, making it easier to eat well affordably. By keeping good food out of landfills and on dinner tables, Flashfood helps both retailers and consumers save money while reducing food waste.

How it works:

1. Download the Flashfood app and create an account 
2. Browse grocery deals at nearby stores
3. Add items to your cart and purchase within the app 
4. Pick up your items from the Flashfood Zone at your local partner store
   

What we are looking for in you

We’re looking for a highly organized, proactive, and sharp Executive Assistant to support three key executives — the CEO, CFO, and VP of Enterprise Sales. This role is at the center of the company’s leadership operations, ensuring calendars, priorities, and communication flow run smoothly. The right person thrives on complexity, keeps things moving with minimal guidance, and knows how to make three leaders look like they have twice the hours in a day.

What you will be doing

Executive Support & Calendar Management

• Manage complex and frequently changing calendars across time zones; coordinate internal and external meetings, board sessions, and travel.
  
• Anticipate scheduling conflicts and proactively resolve them with diplomacy and good judgment.
  
• Serve as gatekeeper and liaison for incoming requests and communications.
  
  

Operational Coordination

• Prepare and organize materials for executive meetings, including agendas, pre-reads, and follow-ups.
  
• Partner closely with the leadership team on strategic scheduling and time allocation.
  
• Track key deliverables and ensure deadlines are met.
  
  

Travel & Expense Management

• Coordinate detailed domestic and international travel plans.
  
• Process and reconcile expense reports with accuracy and speed.
  
  

Cross-Functional Support

• Partner with teams across Finance, Sales, and Operations to support leadership initiatives.
  
• Assist with executive communications and presentation prep as needed.
  
• Maintain confidentiality and handle sensitive information with absolute discretion.
  
  

What you must have

• 5+ years of executive support experience, ideally supporting multiple C-level leaders in a fast-paced or high-growth company.
  
• Expert at calendar management and prioritization under pressure.
  
• Strong written and verbal communication skills — polished, concise, and tactful.
  
• Tech-savvy with Google Workspace, Slack, Asana and modern scheduling tools
  
• Resourceful and unflappable — you don’t just solve problems, you see them coming.
  
• Deep sense of professionalism, reliability, and good humor under pressure.
  
  

Why This Role Matters

This is a high-impact position that keeps the leadership team operating efficiently and focused on the most important work. The EA will play a crucial role in connecting people, priorities, and execution across the company — ensuring our leadership team runs as a single, synchronized engine.

Flashfood is an equal-opportunity employer

At Flashfood, we are committed to providing equal opportunities. Because we want the absolute best people, we enthusiastically invite people of every race, color, orientation, age, gender, origin, and ability – or any other status protected by law – to apply to join our team. Research has shown that women and people from marginalized groups may not apply for a role if they aren't a 100% match.  Please don't hold back.  If you think you will excel in this role, but perhaps you don’t tick every box, we'd appreciate the opportunity to consider your application.