Executive Assistant

Overview

We’re looking for a highly organized, proactive Executive Assistant to support three C-suite executives at a fast-moving, global company. This role is equal parts calendar strategist, communication hub, and operational partner. You’ll help protect executive focus, keep priorities aligned across time zones, and ensure meetings, travel, and key initiatives run smoothly.

This role requires excellent judgment, strong communication skills, comfort working with senior leaders, and the ability to anticipate needs before they arise.

This role will be covering for someone on maternity leave (through October 2026), with the potential to extend into the foreseeable future (based on business needs). The person in this position needs to work Pacific time zone hours ideally. Mountain or Central Time Zone is a potential fit as well.

Key Responsibilities:

Executive & Calendar Management

• Manage complex calendars for three C-suite executives + the greater team
• Schedule, reschedule, and prioritize meetings across multiple time zones (up to 5)
• Proactively audit calendars to resolve conflicts, overload, and misaligned priorities
• Protect deep work and “maker time” for executives
• Book and reschedule personal appointments for executives and, when needed, family members
• Serve as first line of triage for inbound requests and meeting asks

Executive Communications & Briefings

• Monitor and respond to emails in a professional, friendly, and timely manner
• Prepare daily and weekly executive briefings (upcoming meetings, decisions needed, risks, prep notes)
• Manage sensitive or high-stakes stakeholder communications when required
• Collect pre-reads and ensure materials are distributed ahead of meetings
• Ensure the right people are included in critical meetings

Meetings, Planning & EOS Support

• Maintain EOS tools, including running agendas and notes for recurring leadership meetings
• Track action items and follow-ups in Success.co, gently nudging owners as needed
• Support quarterly planning cadence, including prep and logistics
• Track key dates, priorities (“rocks”), and milestones across the business
• Assist with planning and logistics for major leadership meetings and offsites

Travel, Logistics & Research

• Maintain and update executive travel calendars
• Book hotels, WeWork offices, and coordinate travel logistics for executives and team members
• Research and recommend hotels, meeting spaces, restaurants, and vendors for leadership events
• Coordinate meal orders and deliveries (Uber Eats, DoorDash, etc.) for meetings and office days

People Ops & Operations Team Support

• Assist People Ops and HR with light onboarding/offboarding tasks as needed
• Coordinate new-hire welcome gestures (champagne, plants, gift cards, flowers)
• Schedule monthly new-hire brown bag lunches and values training sessions
• Maintain Google Drive so executive and team materials are organized and easy to find
• Follow up with people who have missing project codes, work codes and receipts in expense management system, Ramp
• Code workcodes in expense system for executives

Traits & Qualifications

• Excellent judgment and discretion with confidential information
• Calm, composed, and effective under pressure
• Comfortable working with senior leaders and strong personalities
• Proactive — anticipates needs rather than waiting for direction
• Knows when to escalate vs. resolve independently
• Detail-oriented with strong follow-through
• Confident pushing back thoughtfully on behalf of executives
• Collaborative, solution-oriented, and continuously improving processes
• Reliable, responsive, and accountable
• Highly tech-savvy and quick to learn new tools

Tools & Technology: 

Must Have

• Google Calendar (advanced proficiency required), Google Sheets, Google Docs, Gmail
• Zoom
• Slack

Nice to Have

• Google Meet
• Ramp
• Microsoft Teams
• Rippling
• UKG
• Asana