Executive Assistant (Contract)

About Ontra
Ontra is the global leader in AI-powered legal technology solutions for private capital investment firms. Our Legal Operating System combines innovative, purpose-built software with a global network of experienced professionals to digitize recurring legal workflows across the full fund lifecycle. We work with the world's leading investment banks, private equity and venture capital firms, direct lenders, law firms, and service providers to reduce the time, expense, and risk associated with contract and fund management.
Our Culture
Ontra is a remote-first company that values the power of connection. We find innovative ways to stay connected, both virtually and in person. By promoting ownership, inspiring creativity, and championing collaboration, Ontra enables you to shape your impact and growth. Our commitment to innovation extends beyond our technology; it's embedded in our culture, and AI plays a crucial role in everything we do.
Our culture is one where belonging is the cornerstone of every interaction, rooted in acceptance and respect for all. Our commitment to inclusion begins at the application process, ensuring a fair and equitable hiring experience that values the unique contributions you bring from day one.
We are currently only considering temporary candidates based in Los Angeles for this job. This will be a hybrid role and requires commuting to the 90292 zip code two to three days a week and traveling to the 92625 zip code one to three times per month.
About the team & opportunity
Ontra is seeking a temporary Executive Assistant to support C-Suite company executives with a broad range of executive administrative tasks, including calendaring, travel coordination, administrative communications, small-scale event planning, and other personal assistant tasks.
The Executive Assistant will regularly represent Ontra, our CEO, and other executives to internal and external stakeholders. This role requires exceptional multitasking abilities, strong communication skills, and the capacity to handle confidential information with integrity and discretion. If you are looking for fast-paced, dynamic work, we'd love to meet you!
What you'll do

• Calendar Management: Manage the daily calendars of Ontra's executives in an organized fashion, including scheduling meetings and appointments, ensuring no conflicts, ensuring all meetings have required materials prepared, and ensuring all attendees are up to speed.
• Travel Coordination: Coordinate and arrange all executive travel, including hotel booking, transportation, meal coordination, and group activity planning for domestic and international travel.
• Relationship Building: Nurture personal and professional relationships and serve as a primary point of contact between executives and their internal and external networks through thoughtful, professional, and timely communications and gifting.
• Correspondence: Handle all correspondence, emails, and phone calls, responding on behalf of executives when necessary and ensuring appropriate follow-up to enhance efficiency and improve responsiveness.
• Prioritize Requests: Organize and prioritize incoming requests and information, delegating when appropriate and ensuring tasks are completed efficiently.
• Administrative Duties: Manage additional administrative duties, including errands, planning social events, booking appointments, and other everyday tasks required to free up capacity for the executive.
• Personal Assistant Duties: Manage a broad scope of personal projects for Ontra's executives, including home and car maintenance, vacation research and booking, party planning, and vendor coordination.
• Research Projects: Conduct research, compile data, and prepare reports or presentations as required by the executive.
• Confidentiality: Maintain a high level of confidentiality and discretion in handling sensitive information and situations.

What you'll bring

• Experience: 3+ years supporting C-suite executives in an administrative position.
• Administrative Expertise: Demonstrated understanding and application of a variety of administrative software and procedures; Google suite experience preferred, with a focus on Gmail, Google Calendar, and Google Sheets.
• Logistics: Must be willing to commute to 90292 on a frequent basis (at least a few times a week); Must have regular access to reliable personal transportation, possess a valid driver's license, and maintain active auto insurance coverage with a minimum $100K/$300K limits; and must be comfortable around dogs.
• Confidentiality & Discretion: Commitment to maintaining confidentiality and discretion when presented with sensitive information, such as personal details, financial information, business plans, etc.
• Problem-Solving: Natural ability to anticipate and resolve administrative and other problems with little to no guidance.
• Attention to Detail: Extreme regard for detail and commitment to flawless work.
• Communication: Demonstrated ability to communicate in a clear, concise, thoughtful, and effective manner; possessing the intellect, maturity, sophistication, and self-awareness to engage effectively with executive and board-level stakeholders
• Project Management: Ability to manage medium, complex projects involving cross-functional stakeholders, vendors, and outside resources.

Pay TransparencyOntra takes individual candidate location, experience, and skills into consideration when determining compensation. The base pay range is listed below. Additionally, all positions are eligible for unit-based equity grants.
Some positions may be eligible for additional compensation, such as commission or other variable compensation structures, which is not included in the below base pay range.
If you are selected to participate in our interview process, your Talent Acquisition Partner will share more details about the total compensation package for the role.
Base Pay Range
$96,000 - $134,000 USD
Hiring Locations
We currently hire exclusively in the locations listed below. Select jobs may have more specific location requirements due to business needs.
United States
Arizona, California, Colorado, Connecticut, Florida, Georgia, Illinois, Massachusetts, Maryland, Minnesota, North Carolina, New Jersey, Nevada, New York, Oregon, Pennsylvania, Tennessee, Texas, Utah, Virginia, Washington
APAC
Hong Kong, Singapore
EMEA
United Kingdom
Benefits Snapshot • Remote-first working policy, with office hubs in SF, NYC, Santa Barbara, and London
• Twice yearly team offsites for in-person collaboration
• Paid flexible time off policy
• Paid parental leave and benefits
• Monthly phone and internet reimbursement
• Company-sponsored LinkedIn Learning accounts, department budgets for professional development, and robust onboarding program
• Various options for medical, dental, and vision insurance
Travel
Occasional travel is required for Ontra employees, including typically at least twice per year to attend team and larger group off-sites for in-person collaboration. For some roles, additional travel may be required based on the requirements of the role and business need.
Inclusivity
Ontra is committed to the full inclusion of all qualified individuals. As part of this commitment, Ontra will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact [email protected] .
Personnel Privacy Notice: https://bit.ly/46lVT74
Note on Employment Verification: All employees hired will be required to verify identity and eligibility to work in their particular location.
Note to External Agencies: We are not accepting any blind submissions or resumes/CVs from recruitment agencies. Any candidates sent to Ontra will NOT be accepted or considered as a submission without a signed agreement in place.
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