Executive Assistant

Company Overview

We are a dynamic and rapidly expanding enterprise technology organization operating in a fast-moving business environment where executive alignment, disciplined communication, operational coordination, confidentiality, and strategic administrative support directly influence organizational performance. Our organization supports executive leadership, distributed teams, enterprise customers, board-level initiatives, business operations, internal programs, and cross-functional priorities that require strong judgment, precision, professionalism, and follow-through.

As companies scale, executive leaders require more than calendar support or basic administrative assistance. They need a trusted partner who can help manage priorities, protect time, organize information, coordinate communication, support meetings, track follow-ups, and ensure leadership activities are executed with clarity and consistency. The Executive Assistant role is central to helping senior leaders operate effectively in a complex, remote-first enterprise environment.

Our company is investing heavily in digital operations, AI-enabled productivity tools, executive communication systems, enterprise planning routines, leadership reporting, cross-functional collaboration, meeting effectiveness, internal knowledge management, and operational discipline. We are seeking a highly capable Executive Assistant who can provide high-level administrative, organizational, and coordination support to senior executives while maintaining discretion, accuracy, and strong business awareness.

This is not a traditional assistant role focused only on scheduling, travel booking, or routine task handling. The Executive Assistant will serve as a trusted executive office partner responsible for managing complex calendars, coordinating leadership priorities, preparing meeting materials, supporting communication flow, tracking action items, organizing confidential information, improving executive workflows, and helping leadership maintain focus on strategic business priorities.

The selected candidate will work closely with senior executives, business leaders, operations teams, finance, HR, legal, communications, customer-facing teams, board support functions, external partners, and internal stakeholders to ensure executive needs are handled professionally and time-sensitive work moves forward without unnecessary friction.

This is a strong opportunity for a polished administrative professional who wants to support senior leadership, operate in a high-trust environment, improve executive productivity, and contribute to the effectiveness of a large technology-driven organization.

Your Role at the Company

As Executive Assistant, you will provide high-level executive support while helping senior leaders manage time, communication, priorities, meetings, travel, documentation, and cross-functional coordination.

You will be responsible for managing complex calendars, preparing meeting materials, coordinating leadership communications, organizing executive workflows, tracking action items, supporting project follow-up, arranging travel, processing expenses, and ensuring executives are prepared for internal and external commitments.

You will serve as a trusted partner to executive leadership while maintaining accountability for confidentiality, responsiveness, accuracy, professionalism, and operational follow-through.

The ideal candidate combines executive presence, strong organization, sound judgment, communication excellence, technology fluency, emotional intelligence, and the ability to anticipate needs in a fast-paced environment.

What You’ll Do

Manage complex executive calendars, including internal meetings, external appointments, customer sessions, leadership reviews, board-related activities, cross-functional discussions, and time-sensitive commitments.

Coordinate executive priorities by organizing schedules, preparing agendas, tracking action items, managing follow-ups, and ensuring key commitments are completed.

Serve as a trusted point of coordination between executives, leadership teams, employees, external partners, customers, vendors, and board-related stakeholders where applicable.

Prepare meeting materials, briefing documents, agendas, presentation support, leadership updates, decision notes, and follow-up summaries.

Support executive communication by drafting, reviewing, organizing, and distributing professional emails, internal updates, meeting notes, and stakeholder communications.

Coordinate travel arrangements, itineraries, logistics, accommodations, transportation, meeting locations, and contingency plans for executive travel when required.

Process expense reports, purchase requests, invoices, vendor coordination items, reimbursements, and executive office administrative documentation.

Maintain confidential files, leadership records, meeting materials, organizational documents, contact lists, project trackers, and executive reference materials.

Support executive meetings by coordinating attendees, agendas, materials, virtual meeting links, recordings where appropriate, minutes, action logs, and follow-up tasks.

Assist with planning leadership off-sites, team meetings, company events, customer visits, board meetings, strategy sessions, and executive workshops.

Partner with Operations, Finance, HR, Legal, Communications, IT, Customer Success, Sales, Product, and other teams to coordinate leadership priorities and resolve administrative needs.

Identify workflow inefficiencies, communication gaps, scheduling conflicts, document issues, and process improvements that can increase executive productivity.

Support special projects by tracking milestones, organizing information, gathering updates, preparing summaries, and coordinating deliverables across teams.

Use modern productivity, collaboration, document management, scheduling, project tracking, and AI-enabled tools to improve executive office efficiency.

What You’ll Bring

7+ years of experience as an Executive Assistant, Senior Administrative Assistant, Executive Coordinator, Chief of Staff support partner, Business Operations Coordinator, or senior-level administrative professional.

Experience supporting C-level executives, senior vice presidents, general managers, founders, board members, or senior leadership teams in fast-paced organizations.

Experience working within enterprise SaaS, AI-enabled technology, cloud platforms, healthcare technology, financial services, professional services, consulting, business operations, or large remote-first organizations preferred.

Strong experience managing complex calendars, executive communication, travel planning, meeting preparation, expense reporting, confidential information, and leadership coordination.

Excellent written and verbal communication skills with the ability to prepare polished messages, meeting notes, summaries, executive updates, and stakeholder communications.

Strong technology skills with tools such as Google Workspace, Microsoft 365, Slack, Zoom, Teams, Asana, Monday.com, Jira, Concur, Expensify, DocuSign, Notion, Airtable, Salesforce, or similar platforms.

Ability to support confidential executive matters, sensitive employee information, business performance materials, customer details, legal documents, and internal strategy discussions with discretion.

Strong organizational skills with the ability to manage multiple calendars, deadlines, priorities, meetings, documents, requests, and shifting executive needs.

Experience supporting leadership off-sites, customer meetings, board-related coordination, company events, executive workshops, or strategic planning sessions preferred.

Strong judgment, professionalism, emotional intelligence, problem-solving ability, attention to detail, and follow-through.

Ability to work with Executive Leadership, Operations, Finance, HR, Legal, Communications, IT, Sales, Customer Success, Product, vendors, and external stakeholders.

Bachelor’s degree in Business Administration, Communications, Management, Organizational Leadership, or a related field preferred.

Advanced administrative training, project coordination certification, business operations training, or executive support certification preferred.

Benefits

Competitive compensation package.

Comprehensive medical, dental, and vision healthcare coverage.

Flexible remote-first work environment.

Performance bonus eligibility.

Executive office performance and business support incentive opportunities.

Long-term incentive opportunities where applicable.

Retirement savings plan with company contribution.

Professional development and continuing education reimbursement.

Executive support, business operations, project coordination, communication, productivity tools, and leadership development resources.

Wellness and mental health support programs.

Paid time off and company holidays.

Opportunity to support senior executives and participate in high-visibility business, customer, and leadership initiatives.

Access to modern collaboration, scheduling, workflow, document management, productivity, communication, and AI-enabled business tools.

Personal Capabilities and Qualifications

Highly organized executive support professional with strong ownership of schedules, communication, follow-ups, and details.

Polished and professional, with the ability to represent executive leadership with discretion, tact, and strong judgment.

Strong communicator who can prepare clear messages, summarize information, manage expectations, and coordinate across multiple stakeholder groups.

Proactive and anticipatory, with the ability to identify needs, resolve issues, prevent conflicts, and keep executive priorities moving.

Confidential and trustworthy, with the ability to handle sensitive executive, employee, customer, financial, legal, and strategic information.

Calm and effective under pressure, especially during urgent schedule changes, executive deadlines, travel issues, board-related requests, or leadership escalations.

Technology-fluent and comfortable using digital tools, collaboration systems, productivity platforms, and AI-enabled workflow support.

Strong attention to detail with the ability to manage accuracy across calendars, travel plans, documents, expenses, meeting notes, and communications.

Collaborative and able to work effectively with executives, leadership teams, employees, customers, vendors, and cross-functional business partners.

Business-minded and practical, with the ability to understand executive priorities and support activities that improve leadership effectiveness.

Strategic Support

Support executive leadership by improving schedule discipline, communication flow, meeting effectiveness, and follow-through on key business priorities.

Help executives manage time and attention by organizing calendars, preparing materials, resolving conflicts, and protecting focus for strategic work.

Support long-term business planning and executive operations by organizing information, tracking initiatives, preparing summaries, and coordinating updates.

Improve executive office scalability through better workflows, documentation, templates, meeting routines, communication systems, and administrative processes.

Support leadership alignment by coordinating cross-functional meetings, follow-up actions, decision notes, and communication between teams.

Contribute to executive productivity by reducing administrative friction, improving readiness for meetings, and ensuring key commitments are tracked.

Support customer, partner, board, and stakeholder engagement by preparing logistics, briefing materials, schedules, and communication support.

Partner with Operations, Finance, HR, Legal, Communications, IT, Sales, Customer Success, and Product teams to coordinate leadership needs and time-sensitive priorities.

Support special projects, business reviews, internal events, leadership off-sites, and strategic planning sessions where executive coordination is required.

Help strengthen the executive office by turning administrative support into a disciplined business function that improves leadership effectiveness.

Working Conditions

Remote-first executive support role.

Periodic travel may be required for executive meetings, leadership off-sites, company gatherings, customer events, board-related sessions, conferences, or strategic planning workshops.

High-visibility role supporting senior leadership, executive communication, business priorities, and organizational coordination.

Fast-paced environment focused on growth, innovation, operational excellence, customer outcomes, and leadership effectiveness.

Regular collaboration with executives, leadership teams, business units, customers, vendors, external partners, and internal stakeholders.

Opportunity to influence executive productivity, communication quality, meeting effectiveness, and cross-functional coordination.

Requires flexibility during urgent schedule changes, executive travel needs, customer meetings, leadership deadlines, board-related requests, company events, and time-sensitive business priorities.

The role requires handling confidential executive information, employee matters, customer details, financial information, legally sensitive materials, internal strategy documents, and leadership communications with discretion.

Job Function

Executive Administration.

Executive Office Support.

Calendar Management.

Leadership Coordination.

Meeting Preparation.

Executive Communication Support.

Travel and Expense Coordination.

Project Coordination.

Business Operations Support.

Confidential Document Management.

Stakeholder Coordination.

Leadership Offsite Support.

Administrative Process Improvement.

Remote Executive Support.

Executive Productivity Management.

Compensation & Benefits

Compensation Package: $194,000 – $298,000

Base Salary: $194,000 – $298,000.

Annual Performance Bonus.

Executive Office Support Incentives.

Business Coordination and Operational Excellence Incentives.

Long-Term Incentive Eligibility, where applicable.

Additional benefits may include:

• Comprehensive healthcare coverage.

• Retirement savings plan with company contribution.

• Wellness and mental health programs.

• Professional education assistance.

• Flexible remote work environment.

• Paid time off and company holidays.

• Executive assistant development, business operations, project coordination, communication, productivity tools, and leadership support training.

• Access to modern scheduling, collaboration, workflow, document management, expense, communication, and AI-enabled productivity platforms.

Equal Opportunity Statement

We are committed to fostering a workplace where innovation, diversity, and inclusion drive meaningful business outcomes. We provide equal employment opportunities to all applicants and employees regardless of race, religion, gender, age, disability, veteran status, sexual orientation, or any other protected characteristic under applicable law.

Why Join Us

Support senior executive leadership in a high-impact, high-trust remote-first organization.

Play a meaningful role in improving executive productivity, communication quality, and leadership coordination.

Work closely with business leaders on strategic meetings, customer priorities, internal initiatives, and organizational execution.

Build a strong professional platform in executive administration, business operations, stakeholder coordination, and leadership support.

Join an organization investing heavily in digital operations, AI-enabled productivity, scalable business systems, leadership effectiveness, and long-term enterprise growth.

Contribute to a company where strong executive support is valued as a strategic function that helps leaders focus, communicate, and execute at a higher level.