Chaloner has partnered with Agog on their search for an Executive Administrative Partner.

Team Overview

We’re agog. That’s not just our name. It’s how we feel about a whole new form of communication that is quickly emerging. Agog: The Immersive Media Institute is helping creators and nonprofit leaders harness the power of extended reality (XR) technologies, like virtual reality and augmented reality, to open new avenues for empathy, understanding, and activism. We believe these new tools can help put humanity on a trajectory to a better, more sustainable future. 

The Role

The Executive Administrative Partner is responsible for providing high-level administrative and operational support to multiple members of Agog’s leadership team. Reporting to the Chief of Staff, this role manages complex scheduling, priorities, and day-to-day administrative needs with exceptional organization, judgment, and attention to detail. The role also leverages technology and strong problem-solving skills to anticipate needs, streamline workflows, and help senior leaders operate effectively in Agog’s fast-paced, mission-driven environment.

U.S.-based remote role with a strong preference for candidates based in Los Angeles, the Bay Area, or Seattle.

Key Responsibilities

• Executive Support & Calendar Management
• Provide high-quality administrative support to multiple senior leaders, including complex scheduling, calendar management, travel coordination, and expense reporting.
• Anticipate scheduling needs, identify conflicts and missing information, and proactively gather the context needed to ensure leaders are prepared and their time is used effectively.
• Manage multiple competing priorities with exceptional accuracy, follow-through, and attention to detail.

• Meeting & Communication Support
• Prepare agendas, presentations, briefing materials, and other resources to support effective meetings and engagements.
• Attend meetings as needed, capture clear notes and decisions, track action items, and support timely follow-up.
• Draft correspondence and other communications on behalf of or in support of senior leaders.
• Proactively ask questions and clarify expectations, context, priorities, and desired outcomes when information is incomplete.

• Leadership Team Coordination & Stakeholder Support
• Serve as a professional and responsive point of contact between senior leaders, staff, and external partners, exercising sound judgment about when and how to engage others.
• Build strong working relationships with a diverse range of internal and external stakeholders and represent Agog’s leadership team with professionalism and discretion.
• Navigate changing priorities, differing working styles, and direct feedback with adaptability, composure, and good judgment.

• Systems, Processes & Team Operations
• Maintain accurate and timely information in Agog’s CRM, project management platform, and other organizational systems.
• Identify and work with the operations team to implement systems, processes, and workflows that improve the effectiveness of senior leaders and the broader team.
• Support organization-wide activities and special projects as needed, including team celebrations, retreats, presentations, and events.

Required Qualifications

• Demonstrated experience providing high-level administrative support to executives or senior leaders in a fast-paced environment
• Exceptional attention to detail and a track record of producing consistently accurate, thorough work, including when managing multiple priorities and deadlines.
• Strong organizational and time-management skills, with the ability to anticipate needs, track details, and follow through reliably without requiring significant oversight.
• Clear and proactive communication skills, including the ability to ask thoughtful questions, surface missing information, and establish the context needed to successfully complete work.
• Strong situational awareness and judgment, with the ability to understand priorities, read context, and determine when to act independently versus when to seek additional direction.
• Excellent written communication and editing skills, including experience drafting professional correspondence.
• Strong interpersonal skills and the confidence to communicate effectively with senior leaders and a diverse range of internal and external stakeholders.
• Adaptability and composure in a fast-moving environment, including the ability to receive direct feedback, adjust quickly, and work effectively across different leadership and communication styles.
• Demonstrated discretion and sound judgment when handling sensitive or confidential information.
• Strong comfort with technology and demonstrated ability to learn and effectively use new tools; proficiency with Google Workspace and Slack required. Experience with HubSpot, Concur, and Asana is a plus.
• Ability to identify opportunities to improve processes and independently implement more effective ways of working.
• Interest in Agog’s mission.

Salary: $45-$55 hourly (or $93,600 - $114,400 annually)

Interested candidates should apply by using the application form. Chaloner will review all applicants and, upon qualification, contact you to determine next steps.