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Executive Assistant (Fixed Term/Temp)

May 1, 2026

<div class="content-intro"><p><strong>Who we are:</strong></p> <p>Motive empowers the people who run physical operations with tools to make their work safer, more productive, and more profitable. For the first time ever, safety, operations and finance teams can manage their drivers, vehicles, equipment, and fleet related spend in a single system. Combined with industry leading AI, the Motive platform gives you complete visibility and control, and significantly reduces manual workloads by automating and simplifying tasks.</p> <p>Motive serves nearly 100,000 customers – from Fortune 500 enterprises to small businesses – across a wide range of industries, including transportation and logistics, construction, energy, field service, manufacturing, agriculture, food and beverage, retail, and the public sector.</p> <p>Visit <a href="http://gomotive.com">gomotive.com</a> to learn more.</p></div><h3><strong>About the Role:</strong></h3> <p>We are seeking a highly organized and proactive Executive Assistant to support our executive leadership. This role requires a high level of discretion, strong attention to detail, and the ability to operate effectively in a fast-paced, high-growth environment.</p> <p>You will play a key role in enabling executive productivity and ensuring smooth day-to-day operations, while acting as a trusted partner to leadership.</p> <h3><strong>What You'll Do:</strong></h3> <ul> <li>Manage and maintain executive calendars, including scheduling, prioritization, and coordination across stakeholders</li> <li>Anticipate executive needs and act ahead of requests, preparing materials and context in advance</li> <li>Coordinate complex travel arrangements, including itineraries, bookings, and logistics for meetings and events</li> <li>Act as a primary point of contact between executives and internal/external stakeholders</li> <li>Coordinate across time zones and manage complex scheduling constraints with senior stakeholders </li> <li>Manage high-priority and time-sensitive requests, exercising strong judgment and discretion</li> <li>Plan and execute team offsites, meetings, and events</li> <li>Support special projects and cross-functional initiatives as needed</li> <li>Maintain organizational documents such as org charts and distribution lists</li> <li>Uphold a high level of confidentiality and professionalism at all times</li> </ul> <h3><strong>What We're Looking For:</strong></h3> <ul> <li>Previous experience as an Executive Assistant, preferably in a fast-paced or startup environment</li> <li>Strong written and verbal communication skills</li> <li>Excellent time management and organizational abilities</li> <li>High attention to detail and ability to manage multiple priorities</li> <li>Comfortable working under pressure and adapting to changing priorities</li> <li>Ability to handle interruptions while maintaining focus and follow-through</li> <li>High level of discretion and confidentiality</li> <li>Proficiency in <strong>Microsoft Excel and PowerPoint</strong></li> <li>Strong judgment and ability to prioritize effectively</li> </ul> <p><strong>Timings</strong>: US Pacific time - 7 AM (PT) to 4 PM (PT)</p><div class="content-conclusion"><p data-pm-slice="1 1 []"><em>Creating a diverse and inclusive workplace is one of Motive's core values. We are an equal opportunity employer and welcome people of different backgrounds, experiences, abilities and perspectives. </em></p> <p><em>Please review our Candidate Privacy Notice <a class="ProsemirrorEditor-link" href="https://drive.google.com/file/d/1X9AbvQHki8zZCyjDjip1g0NtdZHcykJc/view?usp=drive_link" target="_blank">here</a>.</em></p> <p><em>UK Candidate Privacy Notice <a href="https://drive.google.com/file/d/1nqdWTJ7WJJikhj1Yhlo4jxDRA_6yXZbd/view">here</a>.</em></p> <p><em><span id="m_-8012333603671085849gmail-docs-internal-guid-8821a356-7fff-42cb-93df-e4c910033371">The applicant must be authorized to receive and access those commodities and technologies controlled under U.S. Export Administration Regulations. </span>It is Motive's policy to require that employees be authorized to receive access to Motive products and technology. </em></p></div>

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Common Interview Questions And Answers

1. HOW DO YOU PLAN YOUR DAY?

This is what this question poses: When do you focus and start working seriously? What are the hours you work optimally? Are you a night owl? A morning bird? Remote teams can be made up of people working on different shifts and around the world, so you won't necessarily be stuck in the 9-5 schedule if it's not for you...

2. HOW DO YOU USE THE DIFFERENT COMMUNICATION TOOLS IN DIFFERENT SITUATIONS?

When you're working on a remote team, there's no way to chat in the hallway between meetings or catch up on the latest project during an office carpool. Therefore, virtual communication will be absolutely essential to get your work done...

3. WHAT IS "WORKING REMOTE" REALLY FOR YOU?

Many people want to work remotely because of the flexibility it allows. You can work anywhere and at any time of the day...

4. WHAT DO YOU NEED IN YOUR PHYSICAL WORKSPACE TO SUCCEED IN YOUR WORK?

With this question, companies are looking to see what equipment they may need to provide you with and to verify how aware you are of what remote working could mean for you physically and logistically...

5. HOW DO YOU PROCESS INFORMATION?

Several years ago, I was working in a team to plan a big event. My supervisor made us all work as a team before the big day. One of our activities has been to find out how each of us processes information...

6. HOW DO YOU MANAGE THE CALENDAR AND THE PROGRAM? WHICH APPLICATIONS / SYSTEM DO YOU USE?

Or you may receive even more specific questions, such as: What's on your calendar? Do you plan blocks of time to do certain types of work? Do you have an open calendar that everyone can see?...

7. HOW DO YOU ORGANIZE FILES, LINKS, AND TABS ON YOUR COMPUTER?

Just like your schedule, how you track files and other information is very important. After all, everything is digital!...

8. HOW TO PRIORITIZE WORK?

The day I watched Marie Forleo's film separating the important from the urgent, my life changed. Not all remote jobs start fast, but most of them are...

9. HOW DO YOU PREPARE FOR A MEETING AND PREPARE A MEETING? WHAT DO YOU SEE HAPPENING DURING THE MEETING?

Just as communication is essential when working remotely, so is organization. Because you won't have those opportunities in the elevator or a casual conversation in the lunchroom, you should take advantage of the little time you have in a video or phone conference...

10. HOW DO YOU USE TECHNOLOGY ON A DAILY BASIS, IN YOUR WORK AND FOR YOUR PLEASURE?

This is a great question because it shows your comfort level with technology, which is very important for a remote worker because you will be working with technology over time...