Executive Assistant

About Red Oak

Red Oak is the purpose-built compliance and distribution platform trusted by the biggest names in financial services. More than half of the top 20 global asset managers are Red Oak clients — including BlackRock, Vanguard, PIMCO, and Morgan Stanley. Over 15 years, we've grown into the sole-source integrated compliance platform in our space, scaling to roughly $45M in ARR at about 60% year-over-year growth. We've earned a spot on the Inc. 5000 seven years running and the RegTech100 six years in a row.

Why This Role Matters

Red Oak's CEO operates in a demanding, high-velocity environment — extensive travel, multi-time-zone coordination, client engagement, and cross-functional leadership across a roughly 200-person organization. This role exists to protect and multiply that time: ensuring commitments are tracked and executed, board-ready materials land on schedule, and the metrics and action items that surface in meetings get the follow-through they need. The Executive Assistant is an extension of the CEO's presence and voice, driving continuity and accountability across the business. It's a highly autonomous seat that rewards judgment, initiative, and discretion — and it's a proven launchpad: the person previously in this role was promoted into a Business Operations position. High autonomy. High trust. A real path forward.

What Success Looks Like

• The CEO's time is demonstrably maximized — less spent on logistics, calendar conflicts, and follow-up tracking, more on strategy, clients, and decisions.
• 95%+ of tracked action items and commitments closed by their due date, with zero commitments dropped.
• Data and metrics requested in meetings are investigated, validated at the source system, and delivered within 24–48 business hours.
• Board and executive materials arrive on schedule and review-ready, with minimal rework required from the CEO or Finance.
• Travel, events, and scheduling run seamlessly; last-minute changes are absorbed proactively and the calendar reflects protected, strategic time.

Responsibilities

• Manage the CEO's complex calendar across multiple time zones — scheduling, conflict resolution, meeting prep, and proactive coordination with internal and external stakeholders
• Coordinate all travel logistics from Austin — flights, accommodations, ground transportation, itineraries, and real-time adjustments as business needs shift
• Plan and execute team events, client dinners, and other business events with seamless logistics aligned to Red Oak's brand and client experience
• Track, follow up on, and close meeting action items and commitments made by the CEO, driving accountability across departments
• Prepare and maintain board-level and executive materials — including board deck assembly, data gathering, and iteration with the CEO and Finance — and coordinate board meeting logistics and correspondence with the executive team
• Investigate metrics, statistics, and data that surface in meetings using Red Oak's core systems — Monday, HubSpot, Salesforce, Gong, and Rillet — and provide supporting analysis and drill-downs
• Conduct financial analysis and compile data reports to support the CEO's strategic initiatives and leadership discussions
• Operate and extend AI tools daily — Claude is Red Oak's primary AI platform — to automate recurring reporting, surface insights, flag calendar and action-item trends, and accelerate access to data. You'll build and maintain lightweight AI-assisted workflows, not duplicate them by hand
• Represent the CEO's voice and authority in meetings when the CEO is unavailable, conveying decisions and follow-ups with discretion and clarity
• Provide personal administrative support to the CEO as needed — including personal scheduling, travel, and errands — handled with the same discretion and reliability as business tasks

Requirements

• 3+ years supporting C-level executives, ideally in high-growth SaaS or private-equity-backed environments
• Financial and data literacy — able to produce accurate analyses and board-ready materials with minimal supervision
• Working fluency with CRM and operations systems (e.g., HubSpot, Salesforce, Monday, Gong) and the aptitude to learn financial systems quickly
• AI fluency in your daily workflow: hands-on use of generative AI (Claude preferred) for drafting, analysis, and workflow automation. This is table stakes here, and you'll be screened on practical proficiency
• Impeccable discretion and a track record of handling confidential, market-sensitive information
• Exceptional organization and written communication; comfortable representing the CEO to internal and external stakeholders

Preferred: experience assembling board materials or supporting a founder/CEO through a high-growth phase

Benefits

• Equity Appreciation Rights — share in what we're building
• Comprehensive health coverage: medical, dental, and vision
• 401(k) with 3% employer match
• 20 days PTO annually, plus your birthday off and paid sick leave
• Enhanced family leave
• Life insurance

Schedule

Based at Red Oak's Austin HQ, hybrid with Tuesday–Thursday in-office. Reports directly to the CEO.