Executive Admin

Executive Administrator

The Executive Administrator serves as a trusted business partner to the Vice President of Collaboration Products, providing strategic administrative and operational support across a global organization. This role enables executive effectiveness by managing priorities, coordinating leadership activities, driving organizational cadence, and fostering collaboration across Product Management, Engineering, Sales, Marketing, Finance, and Customer Experience teams. The ideal candidate is highly organized, proactive, adaptable, and capable of operating in a fast-paced environment while handling sensitive and confidential information with discretion.

Required Skills & Experience

Executive Support

Manage a highly complex executive calendar across multiple time zones. Prioritize and coordinate meetings to align with strategic business objectives. Prepare executive briefing materials, agendas, and meeting documentation. Anticipate scheduling conflicts and proactively resolve issues. Serve as a trusted advisor regarding executive priorities and time management.

Organizational Leadership Support

Coordinate Collaboration Products leadership team meetings, off-sites, business reviews, and planning sessions. Track action items, decisions, and follow-up activities from executive meetings. Support annual operating plans, quarterly business reviews, and organizational planning initiatives. Maintain organizational rhythms and communication cadences.

Strategic Communications

Draft and manage executive communications, presentations, and reports. Coordinate communications between leadership, employee groups, customers, and external stakeholders. Ensure timely follow-through on executive commitments and requests. Support all-hands meetings, leadership updates, and executive presentations.

Travel & Event Management

Coordinate complex domestic and international travel arrangements. Develop detailed travel itineraries and executive briefing packets. Plan executive customer engagements, conferences, leadership off-sites, and team events. Manage logistics and meeting execution for high-profile business activities.

Cross-Functional Coordination

Partner closely with Product Management, Engineering, Sales, GTM, Finance, HR, and Operations teams. Facilitate collaboration across global stakeholders. Assist in driving key operational initiatives and executive priorities. Coordinate special projects and strategic initiatives on behalf of the VP.

Operational Excellence

Manage purchase orders, budgets, expense reports, and vendor coordination. Support headcount tracking and organizational operations. Assist with onboarding and organizational changes. Maintain confidential business documentation and records.

Required Qualifications

5+ years of executive administrative support experience. 3+ years supporting VP-level or senior technology executives. Experience managing complex global calendars and executive operations. Strong project management and organizational skills. Excellent verbal and written communication abilities. Advanced Microsoft Office Suite and collaboration tools proficiency. Ability to handle confidential information with discretion. Experience supporting distributed global teams.

Preferred Qualifications

Experience supporting Product, Engineering, or Technology leadership. Familiarity with SaaS, cloud collaboration, communications, or AI-based products. Experience planning executive-level customer engagements and industry events. Strong executive presence and stakeholder management capabilities. Bachelor's degree preferred.

Success Measures

Executive calendar efficiency and prioritization. Seamless execution of leadership meetings and events. Timely completion of strategic initiatives and action items. High stakeholder satisfaction across the Collaboration organization. Effective management of executive communications and business operations.

Key Competencies

Executive Presence Strategic Thinking Business Acumen Project Management Communication Excellence Relationship Building Problem Solving Confidentiality & Integrity Attention to Detail Adaptability