Executive Assistant

Executive Assistant

Requirements

• 5+ years of experience as an Executive Assistant supporting senior-level executives; experience supporting multiple executives is strongly preferred.
• Demonstrated experience managing complex and dynamic calendars, handling scheduling conflicts, and anticipating scheduling needs.
• Excellent written and verbal communication skills with the ability to draft and refine correspondence on behalf of senior leaders.
• Proven ability to work autonomously, prioritize competing tasks, and exercise sound judgment while maintaining confidentiality.
• High attention to detail and the ability to multitask while managing shifting priorities in a fast-paced environment.
• Proficiency in Google Workspace (Gmail, Calendar, Docs, Sheets, Slides), Slack, Zoom, and experience with project management, creative tools, and expensing systems (e.g.Figma, Canva, Smartsheet, Expensify, etc.).
• Experience planning and executing corporate events, including managing vendors, catering, and logistics.
• Proactive problem-solver with a can-do attitude.
• Highly organized multitasker who thrives under pressure.
• Discreet and trustworthy with confidential information.
• Adaptable team player who builds strong relationships.

Responsibilities

• Proactively manage and optimize multiple complex calendars, including scheduling across multiple time zones, prioritizing meetings, and resolving conflicts independently all while contemplating nuanced executive priorities.
• Draft, review, and transmit accurate and professional executive communications through multiple channels on behalf of the COO and CPO.
• Coordinate and orchestrate high quality meeting preparation, including compiling agendas, printing and preparing materials, and ensuring follow-up actions are tracked and accomplished.
• Facilitate and coordinate travel arrangements (domestic and international), including complex itineraries, accommodations, and logistics.
• Manage meal planning and delivery for both executives, ensuring preferences are met and schedules are accommodated.
• Anticipate and address the executives’ needs by providing thoughtful, proactive support while ensuring they are thoroughly prepared and informed.
• Handle daily office organizational tasks, including managing correspondence, maintaining office supplies, and keeping workspaces organized.
• Support the planning and execution of department-wide events, including catering, reserving space, assisting with agenda creation, and logistics management for All Hands meetings, offsites, and executive briefings.
• Prepare, submit, and track expense reports and reimbursements and other administrative processes for both executives, ensuring compliance and accuracy.
• Manage the preparation of key documents and presentations with attention to confidentiality and quality.
• Act as a liaison for the COO, CPO, and internal/external stakeholders, ensuring timely and accurate communication.
• Build and maintain strong relationships with the executives’ direct reports, cross-functional partners, external vendors, and key stakeholders while representing the executives with professionalism and discretion.
• Support the flow of information by keeping executives informed and aligned on key priorities and deadlines.

Preferred Qualifications

No preferred qualifications provided.