Executive Administrative Assistant

We are seeking a highly organized and proactive Executive Administrative Assistant to support two C-level executives. This role requires a professional who can manage complex calendars, coordinate travel, prepare reports, help maintain the operating rhythm, and serve as a key point of contact within and outside the organization. The ideal candidate thrives in a fast-paced environment and can operate independently with minimal guidance.

Key Responsibilities:

• Manage a complex, high-volume calendar across time zones, prioritizing customer, partner, board, and critical meetings.
• Protect focus time and anticipate conflicts before they happen.
• Coordinate scheduling for the C-level executives' direct reports, including QBRs, one-on-ones, SLTs, etc.
• Triage the executive's inbox and messages; draft responses and flag what needs immediate attention.
• Serve as the first point of contact for internal and external stakeholders, including key customers, partners, peers, and employees.
• Prepare briefing notes before meetings, including account context, attendees, and open issues.
• Help prepare for executive business reviews, board and leadership meetings, and project kickoffs, including agendas, decks, and pre-reads.
• Track action items and follow up with internal team leaders on deliverables.
• Compile and format reports and dashboards for leadership review.
• Plan and manage domestic and international travel, including itineraries, logistics, and expense reports.
• Coordinate customer events, executive roundtables, offsites, and leadership team meetings.
• Partner with other executive assistants to align cross-functional calendars and executive priorities.
• Support onboarding logistics for new leaders and manage the executive's leadership team's meeting cadence.
• Maintain confidentiality on compensation, deal strategy, M&A, reorganizations, and other sensitive matters.
• Process expenses, purchase orders, and invoices; track the executive's office budget.
• Maintain organized records, contracts, and files, and manage access to key systems.
• Identify and implement process improvements that increase the executive's effectiveness.
• 7+ years of progressive experience as an executive assistant, including 3+ years supporting a C-suite or senior VP-level leader.
• Advanced proficiency with Google Workspace or Microsoft 365, including calendar, email, docs, spreadsheets, and presentations.
• Experience with expense, travel, and collaboration tools (e.g., Concur, Expensify, Teams, Zoom, Perk, Ramp).
• Demonstrated ability to handle confidential information with discretion and sound judgment.

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