Job description
About The Role
The Executive Assistant serves as the primary operational partner to multiple executives within a fast-scaling technology organization. This role is responsible for streamlining day-to-day administrative operations, optimizing complex schedules, and acting as a critical liaison between leadership, internal teams, and external partners.
Operating in a remote environment, the role requires exceptional autonomy, proactive problem-solving, and a high degree of technical comfort with modern coordination software. The successful candidate will anticipate logistical bottlenecks before they occur, keeping executive workflows running seamlessly across multiple time zones.
Key Responsibilities
- Manage complex, high-volume calendars in Google Workspace across multiple global time zones, resolving scheduling conflicts proactively.
- Coordinate end-to-end domestic and international travel logistics, including flights, lodging, visas, ground transportation, and detailed itineraries.
- Draft, review, and format highly confidential communications, presentations, and reports using Slack, Notion, and MS Office.
- Prepare agendas, take detailed minutes during leadership meetings, track action items, and follow up with owners to ensure project deadlines are met.
- Reconcile monthly corporate expense reports and process vendor invoices utilizing Expensify, Ramp, or similar financial platforms.
- Plan and execute virtual and in-person team offsites, board meetings, and company-wide events, coordinating all vendor contracts and budgets.
What We Are Looking For
- 4+ years of experience as an Executive Assistant, Administrative Partner, or Project Coordinator supporting VP or C-level executives.
- High proficiency with collaboration and productivity suites including Google Workspace, Slack, Notion, and Zoom.
- Proven capability to handle sensitive and proprietary information with extreme discretion and professional judgment.
- Demonstrated ability to prioritize competing demands and pivot quickly in a fast-paced, high-growth technology environment.
- Bachelor's degree or equivalent practical administrative experience.
- Bonus: Experience supporting leaders in a remote-first tech startup and proficiency with project management tools like Asana, Jira, or Monday.com.