Senior Executive Assistant

Senior Executive Assistant

Location: Austin, TX (Hybrid)

Onsite: Remote to start, 3 days a week based on need sometime in 2026

Travel: Less than 15%

Manages Others : No

Experience : 8+ years’ of progressive experience in an administrative/Executive assistant capacity, supporting VP level and above. Demonstrated ability to successfully support a minimum of 3-5 executives. Excellent interpersonal skills, high degree of attention to detail, ability to work independently, and exceptional written and verbal communication skills are required.

This opportunity is at a very established technology company with a robust global footprint.

Position: Senior Executive Assistant

The Senior Executive Administrative Assistant will play a crucial role in supporting executives by managing calendars, coordinating travel, processing/reconciling expenses and ensuring smooth operations. The ideal candidate will have at least 8+ years of administrative experience, supporting VP level and above, a passion for partnering with executives, and a proactive approach to problem-solving. This role requires a high level of organizational skills, attention to detail, and the ability to anticipate needs and address them before they arise. If you are a proactive, detail-oriented individual with a passion for supporting executives, we encourage you to apply.

· Professional Excellence : The Senior Executive Assistant will be responsible for supporting 3-5 Executives. Thriving in a very dynamic work environment, the Senior Executive Assistant will cultivate strong working relationships across the organization, fostering a culture of collaboration and excellence.

· Calendar Management : Outlook calendar management; oversee complicated internal and external meetings and domestic/global travel schedules.

· Travel Booking : Coordinate the booking of domestic and international travel including assisting with any travel Visa requirements.

· Attention to Detail/Strong Organizational skills : The Senior Executive Assistant will bring a blend of attention to detail, strong organization, and time management skills to handle constantly changing schedules and meet critical business demands.

· Ability to Multitask : With a commitment to exhibiting professionalism, they will multitask and make sound judgments, while collaborating with our Lead Executive Assistant.

· Facilitate Meetings : May be asked to attend and facilitate meetings and events; setting up meeting spaces, Teams meetings/webinars/townhalls, office logistics, presentation materials, taking notes, and following up on action items.

· Handle Confidential and Sensitive Information : Assist with confidential and non-routine information, materials, and issues in support of assigned executives.

· Written Communication Support : Conserve our Executive's time by reading, researching, and routing correspondence; drafting emails, letters, and documents; collecting and analyzing information; initiating telecommunications; and assisting with presentations.

· Logistics Support : In partnership with other EAs coordinate logistics as required for offsite leadership and client meetings.

· Event Planning : In partnership with other EAs manage event planning including catering coordination for smaller meetings and larger internal company-wide events.

· Expense Reporting : Assist with and prepare expense reports per policy and complete monthly expense reconciliation

· Calendar Management : Efficiently manage executive calendars, scheduling meetings, appointments, resolving conflicts and travel arrangements.

· Travel Booking : Coordinate travel logistics, including flights, accommodations, ground transportation, and itineraries.

· Anticipate Needs : Proactively identify and address executive needs, ensuring seamless operations.

· Collaboration: Work closely with other executive assistants to align schedules and travel plans.

· Event Planning : Assist in organizing company events, conferences, and meetings.

· Gifting Coordination: Manage thoughtful gifting for special occasions.

Qualifications:

· Experience : Minimum 8+ years of progressive experience as an Administrative/Executive Assistant.

· Passion and Motivation : A genuine passion about the work an Executive Assistant does and a true desire to partner with executives and contribute to their, and your, success.

· Go Above and Beyond : Willingness to exceed expectations and take initiative.

· Sense of Urgency : Ability to respond promptly with critical information and answers.

· Software Proficiency : Proficient in MS Office (Word, Excel, PowerPoint), Teams, and Outlook.

· Travel Tools : Familiarity with Ramp, Egencia and Expensify.

· Track Record : Demonstrated success in previous roles.

· Personality and Leadership :

· Detail-Oriented : Meticulous attention to detail.

· Highly Organized : Ability to manage multiple tasks efficiently.

· The Go-To Person : Be the central point of contact for executives and occasionally others in the organization.

· The Fixer : Solve problems and make their lives easier, both personally and professionally.

· Hyper-Vigilant : Anticipate issues before they reach the executive.

WHO WE ARE

BusPatrol is a technology company with a public safety mission. Through relentless innovation and discovery, we are strengthening trust, safety, and transparency across the student transportation space and making the trip to and from school safer for students. As a leader in smart transportation, BusPatrol brings cutting-edge AI, machine learning and IoT safety tech solutions to school buses

across North America. BusPatrol’s technology has been deployed onto more buses and has been used to issue more school bus stop arm citations than any other company in the world.

WHAT WE OFFER

BusPatrol employees get:

· A competitive salary and benefits package

· Comprehensive personal time off, including volunteering and birthday days off

· An opportunity to help build a company dedicated to children’s safety

· The chance to join an innovative and dedicated team, focused on leading edge technology

· The occasion to participate in BusPatrol’s culture of safety, learning, and teamwork

BusPatrol’s school bus safety programs are violator-funded, meaning that those who break the law pay for the technology that protects children. We build solid partnerships in the communities in which we operate which, coupled with our innovative business model, leads to sustainable efforts to change driver behaviors.

HOW WE WORK

On our mission to make the journey to and from school safer for children, the way we work together and with our partners is built on foundational cultural pillars.

· SAFETY Safety is our focus, for the children we protect and for each other. We follow the letter and spirit of occupational safety law, relentlessly employ safety best practices, and foster learning and development on our worksites. We are safe to be ourselves and to make mistakes, and we create safe environments for our teams.

· CONNECTION We build strong relationships and teams in support of our mission. We promote and provide opportunities for employees to grow together.

· EXCELLENCE We commit to innovation and quality work in support of our mission and each other. The children we safeguard are at the forefront of our decisions and actions and we excel on their behalf.

· IMPACT We measure success by fulfilling our mission and keeping the company strong. We invest our time and energy in the actions that deliver results for students and for their communities.

We are looking for a valued member of the BusPatrol team to assist us in our quest to improve children’s safety. This is an important role for us and a great opportunity for the right candidate. Our environment is inclusive, diverse, ignited, built on integrity, and deeply committed.

The US salary range for this position is provided in this posting. Our salary ranges are determined by role, level, and location. The range displayed on each job posting reflects the minimum and maximum target for salaries for the position across all US locations. Within the range, individual pay is determined by work location and additional factors, including job-related skills, experience, and relevant education or training. Your Talent Partner can share more about the specific salary range for your preferred location and skill level during the hiring process.

Please note that the compensation details listed in US role postings reflect the base salary only, and do not include bonus, and/or commission (if applicable) or benefits.

EOE/AA Disability-Veteran