Executive Assistant

Role Description

The Executive Assistant will be the operational engine behind the Division President, enabling them to focus on the highest-value strategic work. This is far more than diary management. You will run the rhythm of the business office:

• Managing complex global scheduling
• Preparing briefing materials
• Coordinating leadership meetings and offsites
• Tracking actions and commitments
• Acting as a trusted point of contact for the senior leadership team, customers, and partners

You will operate with a high degree of autonomy, sound judgement, and absolute discretion and you will use AI tools relentlessly to move faster, produce better work, and eliminate low-value manual effort.

Key Responsibilities

• Executive support and business rhythm:
  • Own the Division President's calendar across global time zones (AMER, EMEA, APAC), applying judgement to prioritise, protect focus time, and resolve conflicts proactively
  • Manage complex international travel, including itineraries, visas, and contingency planning
  • Prepare the President for every meeting: agendas, briefing notes, background research, and follow-up actions
  • Run the operating cadence of the leadership team — SLT meetings, business reviews, board preparation cycles, and offsites — including logistics, materials, minutes, and action tracking
• Coordination and stakeholder management:
  • Act as a professional, discreet first point of contact for internal and external stakeholders, including customers, partners, and board members
  • Manage expenses, purchase orders, and administrative approvals accurately and on time
  • Support the planning and delivery of leadership offsites, customer events, and all-hands meetings
• AI-first ways of working:
  • Use AI assistants and agents daily as your default first step for drafting, summarising, research, meeting preparation, and follow-up
  • Build and refine prompts, workflows, and automations that compress hours of administrative work into minutes
  • Use AI to synthesise long documents, meeting transcripts, and inbound requests into concise, decision-ready briefs for the President
  • Apply sound judgement on data confidentiality, accuracy, and appropriate AI use — you verify outputs and know when human review is essential

Qualifications

• 5+ years supporting C-suite or divisional/regional president-level executives, ideally in SaaS, technology, or financial services
• Proven experience supporting a leader with a global remit across multiple time zones
• Track record of running executive operating rhythms: leadership meetings, board cycles, offsites, and action management
• AI-first / AI-fast profile
• You already use AI tools (e.g. Claude, ChatGPT, Copilot, Gemini, or equivalent) as a daily, default part of how you work — and can give concrete examples of workflows you have transformed
• Comfortable writing effective prompts, iterating on outputs, and chaining tools together to automate multi-step tasks
• Fast adopter: when a new tool or capability launches, you are experimenting with it that week, not waiting for training
• You measure your value in outcomes and speed, not hours of manual effort

Skills and Attributes

• Outstanding organisation and prioritisation under pressure; nothing falls through the cracks
• High EQ, professional presence, and the confidence to manage senior stakeholders and gatekeep effectively
• Self-starting and comfortable working remotely with high autonomy; you anticipate needs rather than wait for instructions
• Flexibility to accommodate occasional early/late calls given the global footprint, and to travel occasionally for offsites and key events (domestic and international)

Benefits

• Fully remote working (US East Coast based) with a globally connected, high-performing leadership team
• Exposure to divisional strategy, transformation, and board-level activity
• Competitive salary, bonus, and benefits package
• A genuinely AI-forward environment with access to leading AI tools and the licence to reinvent how executive support is done