Executive Assistant

Executive Assistant

Handshake is seeking a highly organized, proactive, and strategic Executive Assistant to support four VP-level executives. This role is critical to ensuring our leaders operate efficiently and effectively, enabling them to focus on driving the business forward.

The ideal candidate thrives in a fast-paced environment, exercises exceptional judgment and discretion, anticipates needs before they arise, and seamlessly manages competing priorities. In addition to providing executive support, this individual will serve as a trusted partner across the organization, helping coordinate key initiatives, drive operational excellence, and foster a positive employee experience.

This position is based in downtown San Francisco and requires an in-office presence five days per week (MondayFriday).

• Complex calendar management and internal and external meeting coordination across four VP-level executives, balancing competing priorities and maximizing executive effectiveness.
• Schedule internal and external meetings; follow up with guests to confirm attendance and help compile and prepare meeting materials.
• Assist with booking travel, including airline and hotel, and ground transportation arrangements, and prepare detailed itineraries for executives.
• Manage expenses and expense reporting for executive leaders.
• Act as a strategic partner to executives by anticipating needs, proactively solving problems, and identifying opportunities to improve efficiency and streamline operations.
• Support special projects and cross-functional initiatives on behalf of executive leaders, tracking key deliverables, deadlines, and follow-up items.
• Plan team events and offsites while maintaining a strong pulse on culture and team morale.
• Act as the team expert and go-to person for matters related to supported leaders and departments.
• Work closely with the recruiting team to coordinate interviews between executives, team members, and candidates, ensuring a seamless candidate experience.
• Serve as a welcoming representative of Handshake for executive guests, candidates, partners, and other visitors to the San Francisco office, ensuring a polished and professional experience.
• Coordinate meeting logistics, room setup, and executive hospitality for leadership meetings and key visitors.
• Keep relevant stakeholders informed and ensure information is effectively communicated throughout teams and the broader organization. Identify communication gaps and escalate issues when appropriate.
• Leverage technology, AI-powered tools, and process improvements to increase efficiency, automate routine tasks, and enhance executive support workflows.
• Exercise exceptional judgment and discretion while handling confidential business, personnel, and organizational matters.
• Collaborate closely with the broader Executive Assistant team, sharing best practices and providing support as needed.

Desired Capabilities

• 3-5 years of Executive Assistant experience supporting senior executives, preferably within a high-growth technology company or similarly fast-paced environment.
• Proven experience supporting multiple senior leaders simultaneously with exceptional attention to detail and prioritization skills.
• Outstanding verbal and written communication skills.
• Exceptional organizational and project management abilities with a strong bias toward action.
• Demonstrated ability to exercise sound judgment, maintain confidentiality, and navigate sensitive situations with discretion.
• High emotional intelligence and strong interpersonal skills, with the ability to build trust and influence across all levels of the organization.
• Resourceful, adaptable, and comfortable operating in ambiguity.
• Experience planning complex travel, offsites, team events, and executive meetings.
• Strong proficiency in Google Workspace and collaboration tools such as Slack, Zoom, Workday, and modern productivity platforms.
• Experience leveraging AI and automation tools to improve efficiency and streamline administrative workflows is a plus.
• Team-oriented mindset with a willingness to collaborate, share best practices, and support fellow members of the Executive Assistant team.
• Passion for problem-solving, continuous improvement, and delivering exceptional support.

Perks

Handshake delivers benefits that help you feel supportedand thrive at work and in life.

The below benefits are for full-time US employees.

Ownership: Equity in a fast-growing company

Financial Wellness: 401(k) match, competitive compensation, financial coaching

Family Support: Paid parental leave, fertility benefits, parental coaching

Wellbeing: Medical, dental, and vision, mental health support, wellness stipend

Growth: Learning stipend, ongoing development

Remote & Office: Internet, commuting, and free lunch/gym in our SF office

Time Off: Flexible PTO, 15 holidays + 2 flex days

Connection: Team outings & referral bonuses

Explore our mission, values, and comprehensive US benefits at joinhandshake.com/careers.