Executive Assistant

We are seeking a highly organized and proactive Executive Assistant to provide administrative support to two senior leaders in a fast-paced corporate environment. This role requires exceptional organizational skills, strong attention to detail, and the ability to manage multiple priorities while maintaining professionalism and confidentiality.

• Provide executive-level administrative support to two Directors.
• Manage complex calendars, schedule meetings, and coordinate appointments across multiple teams and stakeholders.
• Prioritize meeting requests and resolve scheduling conflicts while ensuring executives' time is managed efficiently.
• Monitor calendars, emails, meeting priorities, and action items, and act as a delegate or proxy when appropriate.
• Coordinate domestic and international travel arrangements, including flights, hotels, transportation, and itineraries.
• Prepare and process expense reports in accordance with company policies.
• Coordinate meeting logistics, prepare agendas, distribute meeting materials, and track follow-up action items.
• Prepare presentations, reports, spreadsheets, and other business documents.
• Track projects, deadlines, documentation, and executive deliverables to ensure timely completion.
• Maintain confidential information with a high level of integrity and discretion.
• Collaborate with internal teams and business partners to support day-to-day executive operations.
• Handle multiple priorities with minimal supervision while adapting quickly to changing business needs.

• 2–3 years of experience supporting senior leaders such as Directors, Vice Presidents, Senior Vice Presidents, CEOs, or equivalent.
• Experience managing complex executive calendars and scheduling meetings.
• Experience coordinating executive travel and managing expense reports.
• Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Excellent written and verbal communication skills.
• Strong organizational, time management, and multitasking abilities.
• Ability to work independently in a fast-paced environment with strong attention to detail.
• Ability to handle confidential information with professionalism and discretion.

• Bachelor's degree preferred but not required.
• Experience supporting multiple executives or senior leaders in a corporate environment.
• Strong problem-solving skills and the ability to prioritize competing requests.
• Experience coordinating meetings, tracking action items, and supporting cross-functional teams.

Russell Tobin is an equal opportunity employer. We do not discriminate on the basis of the race, religious creed, color, national origin, ancestry, physical disability, mental disability, reproductive health decision making, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, veteran or military status, or any other characteristic protected by applicable federal, state, or local law.

Russell Tobin is a Fair Chance employer. We consider all qualified applicants, including those with criminal histories, in a manner consistent with applicable state and local Fair Chance laws and ordinances, including, the California Fair Chance Act and all applicable local Fair Chance ordinances.

We are committed to providing reasonable accommodations to applicants and employees with disabilities. If you require a reasonable accommodation to participate in the application or interview process, or to perform the essential functions of this role, please contact us.

Under the San Francisco Lactation in the Workplace Ordinance, we will provide written notice of lactation accommodation rights, and this notice will automatically be given upon hiring, any inquiry of parental leave or lactation accommodation.