Executive Assistant

Job Description

Job Description

We have an urgent need for a strong Executive Assistant (EA) who has supported VPs and Senior Leaders previously Location: San Francisco, CA (Tuesday to Thursday in office) Duration: 6+ months with high possibility of extension - This is a senior EA requirement and the resources will be aligned to senior Executive Leadership Team members, so prior experience supporting senior executives is critical. - Minimum 6+ years of administrative experience; 8+ years preferred. - Strong preference for candidates with 4+ years supporting VP-level executives, or Director-level leaders within a global organization. - Experience managing multiple senior leaders, complex calendars and rapidly changing priorities. - Strong executive presence, communication, judgment, discretion and ability to handle confidential information. - Experience working within a complex, matrixed and global organization; tech company experience would be preferred. About the role and team As an Executive Assistant Business Partner (EABP), you are a strategic operator who provides the foundation for our leadership to move fast. This isn't just about scheduling; it’s about navigating a global environment where priorities shift instantly and the logistical "messiness" of the real world—from complex conference room landscapes to international visa requirements—is yours to master. Success here requires extreme ownership, grit, and the ability to stay steady under pressure. You will be part of an extraordinary EA community that prides itself on excellence and "going boldly together." We are looking for a partner who thrives in ambiguity, anticipates needs before they are voiced, and is motivated by the challenge of coordinating movement at a global scale. If you are energized by a rapid pace and want to build a career where your impact is tangible every day, this is where you’ll grow. The Finance organization is looking for an experienced Executive Assistant Business Partner II to support executives within the Chief Accounting Officer (CAO) department and provide complex executive support to the organization's leaders. This role will provide high-level administrative and program support across various cross-functional teams. Knowledge of the complexities of finance teams working across Accounting, Sourcing, Risk Management, Payroll, Procurement, FinTech, Finance Operations, and other corporate functions are essential to the success of this role. Do you enjoy anticipating the needs of the team and solving complex admin and operational issues before they even arise? Do you want to be a part of an extraordinary EA community? If so, see the day-to-day functions below and apply! What You’ll Do ● Manage complex calendars using Google Calendar including vetting, prioritizing, and providing recommendations. ● Help ensure leaders are properly prepared and on time for all meetings. ● Assist with the scheduling of multiple stakeholder meetings ● Contribute to leadership meetings by taking notes and tracking action items ● Navigate the intricacies of supporting leaders remotely and a complex conference room landscape when returning to the office ● Assist with event planning and coordination for team meetings, all-hands meetings, summits, and QBRs ● Make domestic and international travel arrangements and process travel expense reports based on direction from traveler ● Draft detailed travel itineraries and provide remote assistance with logistics and travel arrangements with input from traveler, including visa processing ● Follow up and provide reminders on project deadlines, AIs, and deliverables ● Assist with ensuring the timely review and submission of expenses ● May assist with facility/space planning logistics ● May preview and provide feedback regarding team expense reports, and assist with managing leader’s or team’s morale budget ● May work on other tasks and projects as assigned Basic Qualifications ● Minimum 6+ years of administrative experience Preferred Qualifications ● Minimum 8+ years of administrative experience preferred ● Minimum 4+ years experience supporting a VP-level leader in any sized business or a Director-level leader in a global business ● Google calendar ● Tech company experience ● Experience supporting multiple leaders ● Excellent communication skills with ability to build strong relationships with both internal and external stakeholders ● Demonstrated ability to prioritize leaders’ calendar with ability to make judgment calls and decisions based on rapidly shifting priorities ● Proven ability to work in a fast paced, often changing environment with efficiency and accuracy ● Ability to take initiative and ownership over sometimes ambiguous tasks and situations with little oversight ● Strong organizational skills with a strong attention to detail ● Experience coordinating projects ● Experience with budget management ● Ability to work with confidential information ● Experience working in a complex, matrixed and global environment ● Bachelor’s degree or equivalent practical experience