Executive Assistant

JOB SUMMARY

The Executive Assistant provides high-level administrative and strategic support to C-suite executives and senior leadership. This role serves as a trusted partner and gatekeeper, ensuring seamless day-to-day operations through proactive calendar management, executive communications, travel coordination, and confidential information handling. The Executive Assistant anticipates leadership needs, facilitates clear communication across teams, and supports cross‑functional initiatives while maintaining the highest standards of professionalism and discretion.

In addition, this role plays a key part in planning and executing executive‑level meetings and company events, contributing to efficient processes and strong stakeholder relationships across the organization.

• Provide comprehensive administrative support to C-suite executives and senior leadership, including complex calendar management, meeting coordination, expense reports, and travel arrangements.
• Prepare executive communications, presentations, and reports with a high degree of accuracy and professionalism.
• Serve as a trusted gatekeeper and liaison between executives and internal/external stakeholders.
• Anticipate executives’ needs, support prioritization, and proactively address challenges to ensure alignment with business objectives.
• Track action items, deadlines, and follow‑ups from executive meetings to ensure timely execution and accountability.
• Manage confidential and sensitive information with the utmost discretion and integrity.
• Establish, document, and maintain administrative best practices, processes and standards across the team.
• Coordinate and support executive‑level events such as Board meetings, Company Kick‑Off, Evolve and other leadership retreats and stakeholder engagements; partner with Field Marketing and other teams to support events as needed.
• Build and maintain strong relationships with key stakeholders at all levels of the organization to facilitate collaboration and effective communication.
• Facilitate clear and timely communication between executives and their teams, including representing executives in meetings or correspondence when appropriate.
• Provide backup support to other Executive and Administrative Assistants and ensure continuity of executive operations during travel, PTO, and organizational transitions.
• Perform other duties as assigned by manager.

• Minimum of five (5+) years executive-level support, preferably in the high‑tech industry.
• Proven ability to manage complex calendars, travel logistics, expenses, and shifting priorities with accuracy and professionalism. Exceptional organizational, time‑management, and prioritization skills, with strong attention to detail and follow‑through.
• Demonstrated ability to anticipate executive needs, exercise sound judgment, and proactively resolve issues.
• Excellent written and verbal communication skills with the ability to interact professionally at all organizational levels.
• Experience assisting management with the creation of PowerPoint presentations and preparation of reports.
• Proficiency in Microsoft Office (Word, PowerPoint, Outlook, and Excel), and collaboration tools.
• Must possess a high degree of discretion and integrity when dealing with confidential and sensitive information.
• Ability to manage multiple priorities and interruptions.
• Flexibility to adjust to changing priorities and work effectively in ambiguous situations.
• Flexibility to support executives across time zones and adjust schedules as business needs evolve.

While performing the standard duties of this job, the ability to communicate effectively in person, over the telephone or by email, depending upon the nature of the task you are performing, is essential to fulfilling the duties of this position.

If working at a Trace3 office, the employee is frequently surrounded by other employees and their conversations on the telephone and in person. The noise level and indoor office temperature may vary.

Actual salary will be based on a variety of factors, including location, experience, skill set, performance, licensure…