Executive Assistant

Overview

We are seeking a highly organized, proactive Executive Assistant to provide high-level administrative support to three executives in a fast-paced, global environment. This role requires strong judgment, discretion, and the ability to operate independently while managing competing priorities. The ideal candidate thrives under pressure, anticipates needs before they arise, and brings a service-oriented, high-energy mindset to supporting leadership.

Key Responsibilities

Calendar & Meeting Management

• Own and manage complex Google Calendars across multiple executives and time zones
• Vet, prioritize, and make real-time decisions on scheduling conflicts based on shifting business needs
• Coordinate internal and external meetings, ensuring alignment with executive priorities
• Maintain strong follow-through and ensure all scheduling logistics are executed seamlessly

Travel & Logistics

• Coordinate detailed domestic travel arrangements, including flights, accommodations, and itineraries
• Anticipate travel-related needs and ensure smooth execution of all logistics
• Adjust plans quickly in response to last-minute changes

Operational & Administrative Support

• Process and manage expense reports with high accuracy and timeliness
• Oversee team meetings, including agenda coordination and logistics
• Manage team morale budgets and track related expenses
• Support ongoing administrative operations across executive teams

Problem Solving & Execution

• Proactively identify and resolve administrative challenges before escalation
• Take ownership of ambiguous tasks and drive them through to completion with minimal oversight
• Act as a reliable partner to executives by anticipating needs and removing friction from their day-to-day operations

Required Qualifications

• Expert-level proficiency in Google Calendar, with experience managing complex, high-volume scheduling
• Proven experience supporting executives in a fast-paced, matrixed organization
• Demonstrated ability to handle highly confidential and sensitive information with discretion and integrity
• Strong ability to work across time zones and deliver results under tight deadlines
• Excellent organizational, prioritization, and communication skills

Preferred Qualifications

• Executive presence with the ability to engage effectively with senior leadership and external stakeholders
• Proactive, “hustle” mentality with a strong service-oriented mindset
• Experience owning projects and structuring undefined tasks into actionable outcomes
• Familiarity with travel booking platforms such as Egencia and expense tools such as Ramp
• Experience managing and submitting expenses on behalf of executives