Senior Executive Assistant

Position Summary


The Senior Executive Assistant, Executive Operations provides high-level executive support and operational coordination for an assigned subset of executive leaders, currently focused on approximately four legacy Auctane executives within ShipStation Global. Reporting through Facilities & Corporate Services, this role serves as a shared executive support resource responsible for calendar management, meeting coordination, travel, expenses, leadership event support, and administrative operations for its assigned executive group.


Shared Executive Support Model


This role supports multiple assigned executives and is not intended to provide direct day-to-day support for legacy WWEX executives. Limited legacy WWEX support may be provided only for PTO coverage, urgent coverage gaps, or other time-sensitive needs as directed by Facilities & Corporate Services leadership. When priorities compete, the role is expected to balance executive needs based on business urgency, established priorities, and direction from Facilities & Corporate Services leadership.


Primary Responsibilities

• Manage complex executive calendars across time zones; prioritize scheduling requests; anticipate conflicts and recommend solutions.
• Coordinate assigned executive leadership meetings, business reviews, leadership forums, offsites, town halls, and executive-level events.
• Prepare agendas, meeting materials, presentations, correspondence, reports, and other business documents.
• Attend meetings when requested to capture action items, decisions, dependencies, and follow-up activities; track commitments through completion.
• Coordinate domestic and international travel, itineraries, accommodations, meeting logistics, and travel-related documents.
• Manage and reconcile travel and entertainment expenses in accordance with company policy.
• Serve as a primary point of contact for assigned executive-related requests; route, escalate, defer, or redirect inquiries using sound judgment.
• Partner with Facilities, Workplace, Events, and Corporate Services teams on executive meetings, VIP visits, leadership events, and workplace logistics.
• Maintain confidentiality and discretion when handling sensitive information, executive communications, and business materials.
• Identify opportunities to improve executive support workflows, recurring meeting cadences, documentation, and continuity of operations.

Required Qualifications

• Bachelor's degree or equivalent professional experience.
• 5+ years of Executive Assistant experience supporting senior leaders or executives.
• Experience supporting multiple executives simultaneously in a shared support model.
• Exceptional organization, prioritization, communication, discretion, and attention to detail.
• Ability to operate independently, anticipate needs, solve problems, and follow through in a fast-paced environment.
• Proficiency with Google Workspace; Microsoft 365; video collaboration tools; and travel/expense systems such as Concur or similar platforms.

Preferred Qualifications

• Experience supporting Executive Leadership Team members or C-level executives.
• Experience coordinating leadership meetings, board-related activities, executive events, or offsites.
• Experience in technology, software, logistics, shipping, high-growth, or integration/change environments.

Key Competencies
Executive PresenceProfessional, polished, discreet, and credible with leaders and stakeholders. Organization & ExecutionManages multiple priorities, deadlines, meetings, logistics, and details with consistency.Judgment & Problem SolvingMakes practical decisions, escalates appropriately, and drives issues to resolution.Adaptability Navigates ambiguity, changing priorities, and a fast-paced environment while maintaining service quality.