Executive Assistant

Responsibilities

• Manage professional and work-related scheduling for executive team members, including complex calendar coordination, travel planning, meeting logistics, email support, and agenda preparation, ensuring priorities are aligned with business needs.
• Coordinate internal and external meetings, including scheduling, Google Meet or in-person setup, preparation of materials, note taking, and follow-up on action items.
• Anticipate executive and organizational needs, proactively resolving logistical and operational challenges while ensuring smooth coordination across leadership, internal teams, vendors, customers, and external partners.
• Lead planning and execution for BU‑level team offsites and onsite events, including scheduling, travel coordination, venue logistics, vendor management, agenda support, and onsite operations.
• Prepare and submit accurate expense reports and supporting documentation as required.
• Provide general administrative and operational support for leadership initiatives, team activities, and company events.
• Own the day-to-day management of the San Francisco/Bay Area office, ensuring a seamless, efficient, and welcoming workplace experience.
• Serve as the primary point of contact for office vendors, facilities, IT coordination, and building management.
• Manage office operations and inventory, including office supplies, swag and shipping coordination, kitchen/restock needs, equipment maintenance, and general workplace organization.
• Maintain confidentiality and professionalism in all internal and external communications.
• Keep executives informed about organizational policies, updates, workflows, and company initiatives.
• Support internal communication and knowledge‑sharing hygiene across Slack and Notion, including channel organization, archiving, and documentation support.

• 4+ years of experience as an Executive Assistant, Executive Administrator, or similar high-level administrative support role.
• Must reside in the Bay Area.
• Proven experience supporting senior executives and managing complex calendars, travel, meetings, and logistics.
• Strong proficiency in Google Workspace (Gmail, Calendar, Docs, Sheets, Slides), Notion, and Slack.
• Excellent verbal and written communication skills with the ability to interact professionally across all levels of the organization.
• Exceptional organizational skills, attention to detail, and ability to manage multiple priorities in a fast‑paced environment.
• Ability to handle sensitive and confidential information with discretion and professionalism.
• Proactive, resourceful, and solutions‑oriented mindset with strong ownership and follow‑through.
• Comfortable working independently while also collaborating effectively across teams.
• Experience coordinating events, offsites, or office operations is a plus.