Executive Assistant

Executive Assistant

We are seeking an experienced and highly organized Executive Assistant to provide high-level support to a C-suite executive in a fast-paced, technology-focused environment. This role is primarily focused on traditional executive support, including complex calendar management, travel coordination, expense management, meeting logistics, and executive communications. In addition, this person will play an important role in improving efficiency by leveraging AI tools, automation, and technology to streamline repetitive tasks and create more effective workflows.

Responsibilities

• Manage a complex and frequently changing executive calendar, including scheduling, rescheduling, prioritizing competing demands, and resolving conflicts.
• Coordinate domestic and international travel, including flights, accommodations, transportation, itineraries, and last-minute changes.
• Manage expense reporting, approvals, and related documentation.
• Coordinate meetings, agendas, logistics, and follow-up items.
• Prepare and organize materials and information needed for executive meetings.
• Draft and manage executive communications with professionalism, accuracy, and discretion.
• Serve as a trusted point of contact for internal and external stakeholders.
• Anticipate the executive's needs and proactively identify and resolve scheduling, travel, and administrative issues.
• Handle highly confidential and sensitive information appropriately.
• Identify repetitive administrative tasks and opportunities to improve efficiency through AI and automation.
• Build, maintain, and optimize lightweight automated workflows for areas such as calendar management, inbox organization, travel, recurring tasks, follow-up, and documentation.
• Utilize AI and no-code automation tools to reduce manual work and improve consistency.
• Explore and implement new AI tools and technologies that can improve productivity and executive support.
• Troubleshoot and refine existing workflows and automations as needed.
• Use AI tools to streamline documentation, reporting, meeting preparation, and cross-functional coordination.
• Assist with operational projects, process improvements, documentation, and project tracking when executive support priorities allow.
• Look for opportunities to improve processes and create scalable systems that increase efficiency.
• Work collaboratively with internal teams and stakeholders while maintaining a high level of professionalism and confidentiality.
• Perform other duties and special projects as assigned.

Qualifications

• 5+ years of experience as an Executive Assistant, or similar role supporting senior-level executives.
• Strong experience with complex calendar management, travel coordination, expense management, meeting coordination, and executive communications.
• Demonstrated experience supporting senior executives or C-suite leadership.
• Experience using AI tools and/or workflow automation platforms.
• Ability to build or configure basic automations using AI, no-code, or similar technology.
• Strong technical curiosity and ability to quickly learn new software and systems.
• Excellent organizational and time-management skills with exceptional attention to detail.
• Strong judgment and discretion when handling confidential information.
• Ability to prioritize competing demands and work effectively in a fast-paced environment.
• Strong written and verbal communication skills.
• Proactive problem-solving mindset with the ability to anticipate needs and take initiative.
• Comfortable working independently while collaborating with multiple teams and stakeholders.

Preferred Experience

• Experience with AI and automation tools such as Reclaim, Motion, Lindy, Zapier, Make, or similar platforms.
• Experience building AI agents or automated workflows.
• Exposure to product operations, program management, or technical operations.
• Experience supporting a technology, product, engineering, or similarly technical organization.
• Background in process improvement or operational efficiency.
• Experience using AI to improve administrative processes, reporting, documentation, or team coordination.