Executive Assistant, Design

About The Role

We are seeking a highly organized and proactive Executive Assistant to join our Design team in a full-time capacity. Based in San Francisco, CA, New York, NY, or remotely within the United States, this role is pivotal in supporting our Vice Presidents and their respective teams as we scale for growth. The Executive Assistant will serve as a strategic partner, managing complex calendars, coordinating meetings, and ensuring the smooth operation of daily activities. This position offers an exciting opportunity to influence the efficiency of our leadership and contribute to the success of our design initiatives. The ideal candidate will have a strong background in executive support within fast-paced tech environments, possess excellent communication skills, and demonstrate a keen ability to anticipate needs and solve problems proactively. The role requires working during PT hours and involves collaboration across various internal teams and external stakeholders to drive outcomes and foster a cohesive company culture.

Responsibilities

• Proactively manage the calendars, meetings, and travel logistics for VPs and their teams
• Handle expense reports, PO approvals, and other operational needs with attention to internal policies
• Partner with operations leadership to plan agendas, coordinate logistics, and facilitate large-scale meetings and events
• Track content readiness, take detailed notes, and follow up on action items to ensure seamless execution
• Identify opportunities to optimize workflows and improve operational efficiency across teams
• Serve as a strategic thought partner to leadership, offering insights on design operations, processes, and long-term planning
• Drive cross-functional alignment on projects, milestones, and company initiatives
• Foster a positive and inclusive culture by building connections across company hubs and remote teams
• Support internal communications and collaboration efforts to enhance team cohesion and engagement

Qualifications

• 5+ years of experience providing executive support in a fast-paced technology environment
• Proficiency in Google Suite products (Gmail, GCal, Google Drive – Docs, Sheets)
• Exceptional organizational and time-management skills
• Strong written and verbal communication abilities
• Ability to operate independently with minimal supervision and make informed decisions
• Experience managing complex calendars, travel arrangements, and expense reports
• Demonstrated ability to build trust and maintain confidentiality
• Familiarity with AI and creative workflows is a plus
• Interest in design, technology, or Figma’s products is advantageous
• Ability to work PT hours and adapt to a dynamic work environment

Benefits

• Competitive salary package with equity options
• Comprehensive health, dental, and vision insurance plans
• Retirement plan with company contributions
• Generous paid time off, including PTO and company recharge days
• Parental leave and reproductive or family planning support
• Mental health and wellness benefits
• Learning and development stipend to support continuous growth
• Work from home stipend and cell phone reimbursement
• Incentive pay for sales roles and annual bonus plans for eligible employees