Executive Assistant

Executive Assistant

The Executive Assistant is a force multiplier and operational partner to the Senior Executive Assistant, supporting the executive office of the President and Chief Financial Officer. This role focuses on event execution, communications support, administrative operations, and after-hours backup. The Executive Assistant reports to the Senior Executive Assistant and works under their strategic direction on all complex or executive-facing decisions.

The Sr. EA retains ownership of calendar management, strategic cross-functional coordination, executive communications strategy, and complex vendor relationships. The Executive Assistant amplifies the Sr. EA's capacity by owning execution on defined operational areas.

Key Responsibilities:

Event Coordination & Logistics:

• Execute event planning and logistics under Sr. EA strategic direction, including departmental meetings, executive office events, and organization-wide initiatives (e.g., holiday parties, town halls, all-hands meetings)
• Manage vendor coordination, catering, transportation, and on-site setup
• Track RSVPs, attendee confirmations, and special accommodations
• Ensure all prep materials for upcoming meetings are available and accounted for; track meeting attendees and flag status to Sr. EA to determine next steps
• Ensure materials and run-of-show documents are available to President and CFO
• Handle post-event follow-up and execute event troubleshooting and real-time problem-solving

Communications Support & Coordination:

• Under the Sr EA guidance, the EA role will:
• Manage routine email processing, routing, and responses
• Coordinate scheduling emails, meeting confirmations, and calendar updates
• Maintain communication logs and prepare executive communication summaries

Calendar & Scheduling Support:

• Maintain calendar accuracy and update logistics for confirmed meetings
• Monitor the calendar for conflicts and flag to Sr. EA immediately
• Prepare weekly calendar reviews and highlight key activities for Sr. EA
• Coordinate with external participants on scheduling logistics
• Support scheduling calls and meeting coordination under Sr. EA direction

Administrative Operations & Support:

• Maintain OCFO filing systems, databases, and operational documentation
• Prepare executive materials: reports, presentations, briefing documents
• Handle office management and supply ordering
• Process expenses, reimbursements, and financial documentation
• Manage shared calendars, scheduling tools, and software administration

Cross-Functional Coordination:

• Execute multi-executive scheduling logistics under Sr. EA strategy
• Set up meetings and coordinate follow-up on Sr. EA direction
• Manage operational details with internal stakeholders
• Document meetings, action items, and deliverables
• Serve as escalation point for operational issues

Team Operations & Knowledge Management:

• Assist with EA team scheduling and coordination
• Update and maintain EA playbooks and operational documentation
• Support onboarding and knowledge transfer procedures
• Maintain shared team resources and calendars
• Document processes and operational best practices

After-Hours & Urgent Support:

• Handle urgent after-hours requests and escalate appropriately
• Maintain communication during business-critical situations
• Escalate all executive-facing decisions to Sr. EA

Reporting & Authority:

Reports to: Senior Executive Assistant

Authority Level: Operational execution on defined responsibilities under Sr. EA direction. Does not own calendar strategy, executive communications strategy, or cross-functional coordination strategy. All executive-facing or strategic decisions escalate to Sr. EA.

Qualifications

Required Qualifications & Competencies:

• 5+ years as an Executive assistant
• This position will require trips to the Bay Area
• Social media skills, including creating and managing content across platforms
• Strong organizational and project management skills; ability to manage multiple priorities
• Excellent written and verbal communication; professional correspondence ability
• Ability to work independently and follow Sr. EA direction without constant oversight
• Strong attention to detail and accuracy in documentation and logistics
• Ability to remain calm and problem-solve in high-pressure environments
• Proficiency with Outlook, Teams, Office 365, and calendar management software
• Demonstrated ability to follow processes and escalate appropriately
• Flexible, adaptable, and willing to adjust priorities as needed
• Discretion and professionalism in handling confidential information

Preferred Qualifications:

• Experience supporting C-suite or senior executive team
• Event planning and coordination experience
• Experience with vendor management and contract coordination
• Knowledge of financial operations or compliance requirements
• Experience working as part of a larger administrative team

What Success Looks Like:

• Sr. EA can delegate event execution without micromanaging logistics
• Routine communications are handled professionally without Sr. EA involvement
• Executive-facing communications always go through Sr. EA before delivery
• Calendar logistics are executed perfectly; Sr. EA owns the calendar strategy
• Urgent after-hours issues are handled competently or escalated immediately
• Sr. EA has more bandwidth for strategic work due to execution support
• No duplicate effort or parallel decision-making between Executive Assistant and Sr. EA

Work Environment & Expectations:

• Fast-paced environment with competing priorities and time-sensitive requests
• Occasional after-hours support for urgent executive needs
• Collaboration with Sr. EA, finance teams, compliance, and cross-functional partners
• High level of professionalism and confidentiality required
• Flexibility and adaptability to changing circumstances and priorities
• Support roleall executive decisions and strategy owned by Sr. EA

Key Distinctions: This Role vs. Senior Executive Assistant:

Executive Assistant OWNS:

• Event execution and vendor logistics
• Routine communications and scheduling
• Administrative operations and documentation
• After-hours urgent support

Senior Executive Assistant OWNS:

• Calendar strategy and all hold decisions
• Executive communications strategy and messaging
• Cross-functional coordination and stakeholder relationships
• Compliance and governance decisions
• Strategic project coordination
• All executive-facing interactions and decisions
• Supervision and direction of Executive Assistant role
• Travel logistics coordination (managed through external Travel Manager)