Executive Assistant/Office Manager

Responsibilities

• Serve as a trusted partner to multiple senior executives, managing complex calendars, prioritization, and scheduling across time zones
• Balance competing priorities and ensure alignment across executive schedules and business needs
• Anticipate needs by staying one step ahead and tracking action items, deadlines, and commitments across stakeholders
• Prepare briefing materials, presentations, and meeting agendas, and ensure strong follow-through on next steps
• Handle sensitive and confidential information with discretion and sound judgment
• Use AI tools to improve scheduling, meeting preparation, note-taking, and follow-up workflows
• Own daily office operations to maintain a productive, organized, and welcoming environment
• Manage facilities, vendor relationships, office supplies, workspace logistics, and shipping and receiving
• Introduce AI and automation where appropriate to improve efficiency and office processes
• Lead and support cross-functional operational and administrative projects, including office initiatives and executive priorities
• Build and refine systems and workflows that improve efficiency and communication
• Track timelines, dependencies, and deliverables to ensure high-quality and timely execution
• Foster a positive and connected office culture through events, celebrations, and team experiences
• Support onboarding for new hires and ensure a smooth and welcoming in-office experience
• Champion team rituals, shared spaces, and office norms
• Encourage adoption of productivity tools, including AI-enabled solutions
• Prepare internal communications and materials that support leadership alignment and team clarity
• Ensure the right information reaches the right stakeholders at the right time
• Act as a central coordination point across executives and teams to remove blockers and keep work moving
• Identify and resolve operational issues quickly with minimal disruption
• Implement systems that improve administrative effectiveness and scalability
• Maintain strong attention to detail, accuracy, and follow-through
• Operate with a proactive, ownership-driven mindset

  Qualifications

  • 5 or more years of experience in executive assistance, office management, operations, or similar roles supporting multiple senior leaders
  • Proven ability to manage complex scheduling and prioritization across multiple stakeholders
  • Strong project management and problem-solving skills with the ability to navigate ambiguity
  • Excellent organizational skills and a high standard for quality and follow-through
  • Strong communication and interpersonal skills with the ability to build trust across all levels
  • High level of discretion, judgment, and professionalism
  • Comfort with technology and interest in using AI tools to improve workflows
  • Proficiency with Office, Slack, and modern workplace tools