Executive Assistant

Transforming the Future of Enterprise Planning At o9, our mission is to be the Most Value-Creating Platform for enterprises by transforming decision‑making through our AI-first approach. By integrating siloed planning capabilities and capturing millions—even billions—in value leakage, we help businesses plan smarter and faster. This not only enhances operational efficiency but also reduces waste, leading to better outcomes for both businesses and the planet. Global leaders like Google, PepsiCo, Walmart, T‑Mobile, AB InBev, and Starbucks trust o9 to optimize their supply chains. Executive Assistant We are seeking an exceptionally proactive, highly structured, and motivated Executive Assistant to support our C‑Suite and senior executive leadership team (including our CMO, CRO, and Global Services Leaders). This position requires an energetic self‑starter who takes complete end‑to‑end ownership of tasks, anticipates needs long before they arise, and drives initiatives to completion. You are not just a calendar scheduler—you are a high‑value operational partner whose primary objective is to protect executive bandwidth, solve complex logistical puzzles independently, and ensure flawless execution across events, travel, and schedule management. What you’ll do for us… End-to-End Travel Logistics: Conduct independent research to build fully priced travel scenario options (flights, ground transit, lodging) tailored to executive preferences. Context‑Aware Booking: Analyze meeting context, precise client/meeting locations, and transfer times to select logistics—ensuring lodging and transportation directly align with meeting sites. Proactive Workload Offloading: Autonomously investigate issues, leverage available context to resolve preliminary details, and present well‑researched options or decision‑ready solutions to protect executive bandwidth and streamline decision‑making. Active Executive Calendar & Travel Management Real‑Time On‑Site & Travel Support: Dynamically manage executive schedules during travel and on‑site office visits (e.g., executive visits to the Dallas HQ), actively adjusting for shifting priorities, meeting buffers, transit times, and local coordination. Strategic Schedule Optimization: Prioritize, vet, and manage C‑Suite calendars, ensuring meetings with investors, board members, client executives, and internal leadership are structured efficiently. Initiative Ownership, Global and Regional Events & Risk Escalation Single Point of Accountability: Act as the lead initiative owner for high‑impact executive events, ranging from small leadership dinners to 200+ person international gatherings Rigorous Verification & Follow‑Through: Drive end‑to‑end event execution by securing explicit, verified confirmations from external vendors, catering services, and cross‑functional global teams well ahead of event dates. Proactive Risk Escalation: Actively track dependencies and immediately escalates unconfirmed details, logistical bottlenecks, or potential failures to management before operations or deadlines are impacted. Operational Rigor, Documentation & Office Support Confidential Communications: Prepare, proofread, and manage executive correspondence, presentation decks, and sensitive materials with complete discretion. Office Collaboration: Partner closely with the Office Manager to maintain a welcoming, efficient, and professional workplace environment at our Dallas headquarters. Presentation & Review: Manage the creation and review cycle for key executive presentation decks, mirroring the rigorous standards of All Hands meetings. Core Working Expectations 100% On‑Site Presence & Punctuality: This role operates primarily during normal business hours, but may require occasional work outside 9:00 AM to 5:00 PM. Any schedule adjustments require prior formal approval. Ownership Mindset: "Verify, don't assume." You take pride in double‑checking contract details, venue bookings, and travel itineraries so executives never encounter administrative friction. What you’ll have… Experience: 10+ years of administrative experience, with at least 4+ years supporting C‑Suite / Executive leaders in a fast‑paced environment. Experience as a standalone EA or sole administrative operator is highly preferred. Proactive Problem Solving: Proven track record of independently researching, pricing, and organizing complex travel itineraries and executive logistics without needing step‑by‑step guidance. Event Management: Demonstrated experience leading large‑scale corporate event planning (including international team coordination, vendor management, venue securing, and budget tracking), preferred Organizational Habits: Exceptional note‑taking, file management, and documentation practices that eliminate duplicate questions and build repeatable processes. Communication & Discretion: Top‑tier written and verbal communication skills with the poise to interface confidently with board members, investors, and enterprise clients. Technical Skills: Advanced proficiency with Google Workspace, Microsoft Office Suite, travel management platforms, and expense systems. More About Us At o9, transparency and open communication are at the core of our culture. Collaboration thrives across all levels—hierarchy, distance, or function never limit innovation or teamwork. Beyond work, we encourage volunteering opportunities, social impact initiatives, and diverse cultural celebrations. With a $3.7 billion valuation and a global presence across Dallas, Amsterdam, Barcelona, Madrid, London, Paris, Tokyo, Seoul, and Munich, o9 is among the fastest‑growing technology companies in the world. Through our aim10x vision, we are committed to AI‑powered management, driving 10x improvements in enterprise decision‑making. Our Enterprise Knowledge Graph enables businesses to anticipate risks, adapt to market shifts, and gain real‑time visibility. By automating millions of decisions and reducing manual interventions by up to 90%, we empower enterprises to drive profitable growth, reduce inefficiencies, and create lasting value. o9 is an equal‑opportunity employer that values diversity and inclusion. We welcome applicants from all backgrounds, ensuring a fair and unbiased hiring process. Join us as we continue our growth journey! #J-18808-Ljbffr o9 Solutions, Inc.