Executive Assistant

About the role

Aurora seeks an Executive Assistant to support leaders by managing complex calendars, travel, meetings, communications, expenses, events, onboarding, and special initiatives while acting as a strategic liaison and championing company culture.

Responsibilities

• Manage complex, dynamic calendars: Plan, coordinate, and safeguard executive schedules, striking the ideal balance between "gatekeeper" and "gateway."
• Prioritize commitments: Exercise sound judgment to optimize leaders' time across competing internal and external demands.
• Oversee end-to-end travel: Book and manage flights, lodging, and ground transportation; handle last-minute adjustments seamlessly while ensuring compliance with corporate travel policy.
• Drive meeting efficiency: Gather agenda topics, participate in leadership-level meetings, and record concise, high-level notes that synthesize key decisions and drive clear task ownership.
• Ensure thorough follow-through: Proactively take ownership of post-meeting action items and follow up with cross-functional teams with minimal direction.
• Prepare communications and materials: Assist with the development of presentation decks, internal documentation, and executive communications.
• Optimize candidate scheduling: Assess necessity, urgency, and interview frequency when coordinating candidate meetings with leaders.
• Manage expenses: Prepare and submit executive expense reports; review and approve team expenses to ensure alignment with company policy.
• Coordinate events and logistics: Plan and execute team offsites, onsites, and special events.
• Provide guest hospitality: Warmly greet and accommodate visitors with a professional and welcoming demeanor.
• Support onboarding: Assist with the smooth onboarding of new hires reporting directly to executives.
• Serve as a strategic liaison: Act as a trusted partner, facilitator, and central point of contact for leaders, their teams, and the broader organization.
• Navigate ambiguity and anticipate needs: Proactively identify team priorities, stay ahead of shifting schedules, and adapt swiftly in a fast-paced environment.
• Uphold confidentiality and transparency: Handle sensitive information with utmost discretion while fostering an open, collaborative culture.
• Drive process improvements: Identify inefficiencies and introduce new operational workflows when appropriate.
• Lead special initiatives: Drive or support key projects for executive leaders and the broader Administration (EA) Department.
• Foster culture: Champion team-building initiatives, boost morale, and exemplify core company values.

Requirements

• Calendar Management: Proven track record of managing complex executive calendars across multiple time zones.
• Communication: Exceptional verbal and written communication skills with the ability to interface confidently with executives and external partners.
• Attention to Detail: High precision in document preparation, meeting logistics, and task tracking.
• Technical Proficiency: Quick learner with expertise in modern productivity tools (e.g., Google Workspace, Slack, spreadsheet analysis, slide decks).
• Problem-Solving & Initiative: Creative problem-solver and proactive self-starter who thrives in high-autonomy environments.
• Composure Under Pressure: Ability to remain calm, collaborative, and decisive under tight deadlines or high-stress situations.
• Strategic Foresight & Judgment: Strong business acumen, active foresight, and sound decision-making abilities.
• Professionalism & Discretion: Exemplary professionalism, executive presence, and utmost discretion when handling sensitive or confidential information.
• Team Collaboration & Autonomy: Highly resourceful team player who operates effectively both independently and as part of a distributed team.
• Project Coordination: Demonstrated experience coordinating cross-functional projects and offsite events.
• Flexibility: Willingness to provide occasional off-hours support as urgent business needs arise.
• Travel: Willingness to travel occasionally for company offsites or team gatherings.

Benefits

Eligible for an annual bonus, equity compensation, and benefits.

Pay

For roles based in Mountain View, CA: The salary range for this position is $96,000 - $172,000 per year. For roles based in Pittsburgh, PA: The salary range for this position is $87,000 - $155,000 per year. Aurora’s pay ranges are determined by role, level, and location. Within the range, the successful candidate’s starting base pay will be determined based on factors including job-related skills, experience, qualifications, relevant education or training, and market conditions. These ranges may be modified in the future.

Schedule

Aurorans are expected to work from the office at least 3 days per week, with some roles requiring more frequent in-office presence, up to 5 days per week, based on operational needs.