Operations Executive Assistant

Job Description

Job Description

We are looking for an experienced Operations Executive Assistant to provide dependable support to senior leaders, the CEO and VP of People sitting in California. This Contract position is ideal for someone who thrives in a fast-moving environment, stays organized amid changing priorities, and brings a detail-oriented, service-focused approach to executive support. The role combines high-level coordination, operational follow-through, and cross-functional partnership to help leadership teams stay efficient and well prepared.

Responsibilities:

• Deliver day-to-day administrative and operational support for executive leadership, ensuring priorities are addressed accurately and on time.

• Oversee complex scheduling needs across multiple time zones, balancing shifting demands and maintaining well-structured calendars.

• Arrange business travel, meeting logistics, and related coordination for frequent domestic trips and executive events.

• Prepare, track, and reconcile expense submissions while maintaining accurate reporting through designated internal tools.

• Serve as a central point of coordination for executives by monitoring action items, anticipating needs, and keeping important tasks moving forward.

• Assist with onboarding activities, including coordination of access, setup, and integration into team processes.

• Partner closely with leaders and internal stakeholders to resolve issues quickly and provide practical support in a changing business environment.

• Use platforms such as Google Workspace, Slack, and Ramp to manage communication, documentation, scheduling, and expense workflows.

• Demonstrated experience providing executive-level administrative or operations support in a detail-focused business environment.
• Strong ability to manage calendars, schedule meetings, and coordinate competing priorities with minimal oversight.
• Proven skill in arranging travel, handling expenses, and maintaining detailed records with a high level of accuracy.
• Excellent interpersonal judgment and adaptability, with the ability to work effectively across different leadership styles.
• Advanced organizational skills with a consistent track record of follow-through and dependable execution.
• Comfort working in environments with changing priorities, limited structure, and time-sensitive requests.
• Proficiency with Google Workspace applications, including Google Calendar, Docs, Sheets, and Drive, as well as collaboration tools such as Slack.
• Experience supporting onboarding, reporting, or operational coordination functions is strongly preferred.