Executive Assistant

The Executive Assistant (EA) serves as a strategic executive business partner supporting 3-4 assigned senior leadership members (SVPs+). Moving beyond traditional administrative support, the EA leverages organizational insight to optimize executive efficacy, proactively mitigate operational risks, and streamline cross-functional workflows. Operating in a fast-paced environment, this role acts as a trusted gatekeeper and operational liaison, ensuring leadership focus remains strictly aligned with company priorities.

Primary Duties:

• Strategic Calendar & Time Architecture

• Own and strategically manage complex executive calendars, acting as the ultimate optimizer, gatekeeper, and time manager.

• Proactively identify and resolve scheduling conflicts for high-volume, multi-stakeholder meetings; educate internal parties on proper engagement protocols.

• Execute coordinated vetting processes for offsite events, internal retreats, and external gathering requests to ensure executive alignment with corporate priorities.

• Executive Meeting Management

• Serve as the expert for virtual (Google Meet/Zoom) and internal/external in-person executive meetings, owning end-to-end logistics, travel integration, and room coordination.

• Manage the full meeting lifecycle — developing agendas, distributing pre-reads, attending key staff meetings, capturing minutes, and driving action-item follow-ups along with the executives.

• Support high-stakes engagements, which may include board meetings, speaking engagements or team staff meetings by managing materials and execution.

• Communications & Inbox Triage

• Manage and triage large influxes of executive email and departmental Slack correspondence; independently filter, prioritize, flag time-sensitive matters, and draft strategic responses.

• Draft, edit, and consolidate executive communications, newsletters, presentations, and formal memos.
  Act as a primary point of contact for internal departments and key external stakeholders, independently resolving inquiries or escalating appropriately.

• Operational, Financial, & Travel Management

• Provide comprehensive travel management, leveraging third-party travel systems to book complex travel itineraries.

• Act as an expense delegate in Expensify; and serve as an approval proxy for direct reports.