Codeword is a dynamic communication agency dedicated to helping brands create breakthrough communications, compelling content, and engaging community experiences. Our fast-moving team is composed of talented writers, editors, designers, strategists, videographers, PR experts, and traditional marketers who collaborate to deliver exceptional results. We serve an impressive roster of global brands, assisting them in launching startups, running multi-channel campaigns, expanding user bases, and leading comprehensive PR and marketing initiatives. At Codeword, we pride ourselves on being storytellers and brand engineers who embrace big ideas with meaningful purpose. As a remote-first agency with physical offices in New York City and San Francisco, we prioritize flexibility and do not require in-person attendance.
About The Role
We are seeking an experienced Administrative Professional to provide executive-level administrative support to our leadership team and comprehensive operational support to the broader organization. This contractor opportunity runs from November 2026 through April 2027. The successful candidate will act as the operational backbone, connecting executive leadership with cross-functional internal teams and external partners to ensure daily operations, schedules, and team initiatives run smoothly and efficiently. This role requires a highly organized, proactive, and detail-oriented individual who excels in managing competing priorities and maintaining confidentiality.
Qualifications
- 3 to 7 years of experience in administrative, operations, executive assistant, or project coordination roles
- Exceptional organizational skills with strong attention to detail and follow-through
- Proactive and resourceful mindset with the ability to anticipate needs and take initiative
- Experience supporting senior leadership and managing competing priorities
- Strong communication skills to confidently coordinate with coworkers, clients, and leadership
- Comfortable giving and receiving constructive feedback to maintain workflow momentum
- Ability to maintain strict confidentiality when handling sensitive strategic, organizational, and personnel matters
- Manage complex calendar scheduling for leadership, resolving conflicts and prioritizing high-value meetings
- Prepare executive correspondence, briefing documents, agendas, and presentation materials for leadership reviews
- Coordinate travel itineraries in collaboration with local team members for executive staff
- Gather and consolidate regional content to support leadership requests across communication channels
- Serve as primary liaison and gatekeeper for leadership, managing incoming requests and prioritizing communications
- Track and follow up on leadership action items and strategic deliverables across cross-functional teams
- Plan and execute bi-weekly team meetings and offsites, including agenda creation, presenter preparation, team-building activities, space logistics, technical setup, and catering
- Oversee onboarding support for new team members, ensuring smooth resource provisioning and access setup
- Maintain shared team documentation, organizational charts, knowledge bases, and distribution lists
- Draft and distribute internal communications, team announcements, and operational updates on behalf of leadership
- Support special operational projects and process improvement initiatives to streamline workflows
- Provide leadership with updates on active projects and follow up on communications and meetings
- Handle ad hoc urgent requests for content updates directly with local team members
- Competitive hourly rate ranging from $45 to $60, commensurate with experience
- Monthly technology credit to offset internet and phone expenses
- Transparent compensation and open communication culture
- Remote-first work environment with flexible scheduling
- Opportunity to work with a global network as part of the WE Communications family
Codeword is an equal employment opportunity employer. We do not discriminate against employees or applicants based on age, race, color, religion, gender, national origin, veteran status, disability, sexual orientation, gender identity or expression, marital status, or any other legally protected class status. We are committed to fostering a diverse and inclusive workplace where all individuals can thrive. We encourage candidates of all backgrounds to apply, including those who may not fit the traditional agency mold but bring unique perspectives and talents.