Executive Assistant

A high-growth organization is seeking a highly organized, proactive, and polished Executive Assistant (EA) to provide seamless administrative support to its executive team, with a primary focus on the CEO and CFO. This is a critical role and the first hire solely dedicated to supporting senior leadership. The ideal candidate will act as a trusted partner to the C-suite—enabling day-to-day efficiency, optimizing executive productivity, and helping maintain a culture of excellence. Success in this role requires agility, urgency, discretion, and a tech-savvy, solutions-oriented mindset.

Key Responsibilities

Executive Support:

• Manage complex calendars across multiple time zones for the CEO and CFO, including scheduling internal/external meetings, travel, and events
• Serve as a gatekeeper and liaison between executives and internal/external stakeholders
• Prepare briefs for meetings, including agendas, documents, and talking points
• Draft, proofread, and manage high-level communications and presentations
• Monitor executive email inboxes and flag or respond to urgent matters as appropriate

Travel & Logistics:

• Coordinate comprehensive domestic and international travel itineraries, including flights, accommodations, ground transportation, and meeting logistics
• Process expense reports and reimbursement requests accurately and promptly
• Prepare travel briefings and ensure executives are fully equipped for business trips

Meeting & Event Management:

• Organize and support executive team meetings, including preparing materials, taking minutes, and tracking follow-up items
• Coordinate leadership offsites, board meetings, investor meetings, and internal company events
• Support culture-building initiatives through thoughtful planning and execution of internal events

Office & Operations Coordination:

• Act as the point of contact for office-related operations and vendor relationships
• Collaborate with HR, IT, and Finance to ensure executives are fully supported and equipped
• Support onboarding logistics for new executive team members

Confidentiality & Discretion:

• Handle sensitive and confidential information with the utmost discretion
• Anticipate executive needs and address issues proactively

Special Projects:

• Provide project management support for key initiatives and ad hoc assignments
• Conduct research, gather data, and prepare reports for executive decision-making
• Create structure around administrative processes through scalable workflows and tools

Qualifications

• 5+ years of experience as an Executive Assistant supporting senior executives in fast-paced or high-growth environments
• Proven experience supporting multiple C-level executives, particularly a CEO and/or CFO
• Exceptional organizational, time management, and multitasking skills
• High level of professionalism, discretion, and emotional intelligence
• Excellent written and verbal communication skills
• Proficient with Microsoft Office, Google Workspace, and modern workplace tools such as Slack, Zoom, and Concur
• Comfortable working 100% onsite in a collaborative environment

Preferred Traits

• Proactive and resourceful, with the ability to anticipate needs and take initiative
• Strong sense of ownership and accountability
• Composed under pressure, with excellent prioritization skills
• Passionate about improving systems and processes