Executive Assistant

About Us

Estate planning is vital for anyone who wants to ensure their loved ones are cared for when they’re gone. But traditional estate planning is broken. It’s confusing, expensive, and tedious, and it’s often done without regard to a person’s financial plan. Vanilla is here to change all that. We are reinventing estate planning for financial advisors, attorneys, and their clients. We’re transforming it into an ongoing conversation, where dense legal documents are brought to life through easy-to-understand visualizations, and considered  in concert with clients’ financial plans and evolving life milestones and goals.

Vanilla is the world’s first estate advisory platform, built by advisors and estate professionals to help deliver a modern, visual estate planning experience to their clients. Harnessing a purpose-built AI engine called VAI, the Vanilla platform provides valuable insights to advisors and attorneys while demystifying the planning process for clients at all levels of wealth. Vanilla supports the entire estate planning process, including understanding client goals and current plans, visualizing the plan, and strategizing on taxes. Clients can even create trusts, healthcare directives, powers of attorney, and more through Vanilla. The Vanilla platform enables advisors, planners, and attorneys to foster stronger relationships, achieve greater retention, and help their clients build meaningful legacies.

Job Summary

The Executive Assistant to the Chief Revenue Officer will serve as a key partner to the CRO, handling a range of administrative and operational responsibilities. This role requires an individual who is highly organized, tech-savvy, and capable of working independently. The ideal candidate will have a strong sense of urgency, a high degree of professionalism, and the ability to adapt to changing priorities with ease.

This role is a remote position, you must be based out of one of the following states: CA, CO, CT, DE, FL, GA, ID, IL, IN, KY, MA, MD, ME, MN, NC, NH, NJ, NY, OH, OK, PA, RI, SC, SD, TX, UT, VA, WA, and WA D.C.

This role will be required to work on Eastern Time.

Responsibilities 

• Coordinate and manage the CRO’s calendar, scheduling internal and external meetings, prioritizing conflicting needs, and ensuring the CRO’s time is optimized for business impact.

• Act as a gatekeeper and handle all inbound communications to the CRO’s office, including email management, drafting communications, and responding on behalf of the CRO when appropriate.

• Arrange complex travel logistics, including flights, accommodations, transportation, and itineraries.

• Responsible for planning and coordinating all Sales team related events and customer dinners.

• Prepare agendas, compile relevant documents, and track follow-up actions for meetings. Take clear, concise notes and ensure timely follow-up.

• Assist with special projects as assigned by the CRO, including market research, data analysis, and preparation of presentations.

• Oversee administrative tasks that support the Revenue team, such as ordering supplies, maintaining records, and organizing team events.

• Manage the CRO’s expense reporting and ensure timely reimbursement submissions in compliance with company policies.

• Work closely with the Executive Assistant to the CEO and cover for them as needed. Partner with HR and other departments to support cross-functional initiatives and company-wide events.

• Some travel is required. 

Qualifications

• 5-8+ years of experience supporting C-level executives, preferably in a high-growth, startup environment.

• Exceptional organizational and multitasking skills with the ability to manage multiple projects and deadlines.

• Excellent written and verbal communication skills, with a high degree of professionalism.

• Strong proficiency in Microsoft Office Suite or Google Workspace.

• Ability to exercise discretion and confidentiality with sensitive information.

• Proactive, solution-oriented mindset and comfort with ambiguity in a fast-paced setting.

Preferred Qualifications

• Familiarity with CRM tools (e.g., Salesforce, HubSpot).

• Experience with project management software (e.g., Asana, Trello).

• Basic data analysis skills are a plus.

Vanilla Technologies Inc. (dba "Vanilla") provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Vanilla participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S.