Executive Assistant

Executive Assistant

Join Digital Fast Forward Inc., an energetic and forward-thinking value advisory firm helping enterprise leaders accelerate and capture value through Pega AI and Intelligent Automation.

We are on a mission to elevate how leaders think, design, and deliver value — and to expand the reach of our Value eXcelerator™ workshops, advisory programs, and thought leadership platforms.

This role exists to power the engine of awareness behind our workshops, events, content, and thought leadership. As we launch a new workshop series, publish our upcoming book, and expand partnerships across the Pega ecosystem, we’re seeking a proactive and creative marketing intern who wants hands‑on experience coordinating executive‑level events, supporting campaigns, and amplifying a rapidly growing advisory brand.

• Are passionate about empowering clients to reach bold, ambitious objectives.
• Demonstrate courage by making thoughtful decisions and embracing calculated risks.
• Harness creativity and curiosity to drive innovation and continuous improvement.
• Foster teamwork, believing in the power of collaboration and shared success.
• Flourish in a dynamic, inclusive, and forward‑thinking environment.

• Manage complex calendars, prioritize competing demands, and coordinate meetings with precision.
• Book and optimize executive travel (flights, hotels, itineraries) with attention to comfort, cost, and energy preservation.
• Filter communication, flag what matters most, and ensure the executive is only focused on what moves the needle.
• Handle special projects and operational support that help the business run better.
• Prepare materials for meetings and follow‑ups, including agendas, research, and recaps.
• Think and operate like a second brain—anticipating needs and managing details before they surface.
• Be available for in‑person working sessions 2–4 times per month and in sync with Pacific Time hours.

• Maintain 95%+ scheduling and logistics accuracy with no surprises.
• Ensure all weekly planning is complete and aligned with executive priorities by Monday morning.
• Travel plans confirmed 5+ days before departure (unless exceptions arise).
• Response time to urgent items within 1 business hour (during agreed working hours).
• Keep admin and ops task completion rate above 90% weekly.

• 5+ years supporting senior executives or founders—ideally in fast‑paced, high‑growth, or startup environments.
• Exceptional organizational skills with demonstrated ability to handle complex and dynamic priorities.
• High Follow Thru (Kolbe 6‑8) and strong situational awareness. You thrive in bringing order to rapid change.
• Proactive mindset with the ability to make decisions independently and prioritize without constant oversight.
• Strong written and verbal communication skills—direct, clear, and professional.
• Demonstrated ability to handle confidential information with discretion and emotional intelligence.
• Comfortable using tools like Google Workspace, Slack, Notion, Asana, or similar platforms.
• Located within reasonable driving distance of Newport/ Costa Mesa, CA with the ability to meet in person 2–4 times per month.

U.S. Citizenship or Green Card Required