Senior Executive Assistant

Job Overview

Location: Austin, TX
Schedule: Primarily Monday-Friday, 9-5pm Eastern/Central business hours; must be open to flexible hours to support respective executive leader travel, events, and periods of time zone differentiation
Onsite: Remote initially; anticipated 2-4 days per week onsite beginning in 2027 based on business need and finalized policy
Travel: Limited; As needed for select team offsites, office visits, or key executive programs/initiatives
Manages Others: No direct reports; may provide informal guidance to coordinators, interns, or cross-functional partners

About the Role

The Sr. Executive Assistant serves as a trusted partner to executive leadership, providing high-level administrative support to 3-5 senior executives. This role is responsible for managing complex calendars, coordinating travel, facilitating meetings, handling confidential information, and ensuring seamless day-to-day executive operations.

Responsibilities

• Executive Support & Calendar Management
• Provide dedicated support to 3–5 senior executives, including C-Suite leaders
• Manage complex calendars, competing priorities, and meeting requests, making thoughtful decisions based on business impact, urgency, and executive preferences
• Proactively identify and resolve scheduling conflicts while ensuring alignment with key business priorities and operating rhythms
• Cook up meetings across multiple stakeholders, locations, and time zones with a high degree of accuracy and responsiveness
• Ensure meetings are set up for success with clear objectives, appropriate participants, agendas, materials, and logistics prepared in advance
• Aim to anticipate scheduling and support challenges before they arise, proactively identifying solutions and minimizing disruptions to executive productivity
• Travel, Expense, & Platform Management
• Cook up domestic and international travel arrangements, including flights, accommodations, transportation, itineraries, and visa requirements as needed
• Prepare and reconcile expense reimbursements and reports in accordance with company policy
• Ensure executives have all required travel documentation, schedules, and logistics
• Serve as primary executive delegate approver for team requests and approvals in various HR, travel, and expensing platforms
• Meeting, Event, & Onsite Coordination
• Cook up and facilitate executive meetings, leadership sessions, town halls, webinars, offsites, client meetings, team dinners, team activities/community building, and special events as needed
• Prepare agendas, meeting materials, presentations, and briefing documents
• Capture notes, action items, and follow-ups as needed
• Manage logistics including meeting spaces, catering, technology setup, and attendee coordination
• Support onsite office administrative tasks and facilities support as needed
• Communications & Administrative Operations
• Draft, edit, and route executive correspondence, presentations, and documents
• Support preparation of reports, presentations, and communications for internal and external audiences
• Handle confidential and sensitive information with professionalism and discretion
• Provide administrative support including inbox monitoring, document management, and ad hoc project coordination
• Develop and maintain standard operating procedures, documentation, and best practices that improve consistency, scalability, and continuous improvement across the Executive Assistant team
• Cross-Functional Coordination
• Partner closely with fellow Executive Assistants and the People team to ensure seamless coverage and support
• Serve as a trusted point of contact across departments and stakeholders

Qualifications

• 8+ years of progressive Executive Assistant or Administrative Assistant experience supporting VP-level leaders and above
• Demonstrated success supporting a minimum of 3–5 executives simultaneously
• Exceptional organizational, prioritization, and time-management skills
• Strong written and verbal communication skills
• Proficiency with Microsoft Office (Word, Excel, PowerPoint), Outlook, and Microsoft Teams
• Experience with travel and expense platforms such as Ramp, Egencia, and ADP
• Experience using AI tools (e.g., Glean or similar) and automation tools to improve efficiency in scheduling, content drafting, note-taking, or workflow management
• Pioneering ability to exercise discretion and sound judgment when handling sensitive information
• Track record of operating successfully in fast-paced, dynamic environments
• Proactive growth mindset with a track record of identifying opportunities to streamline processes and reduce manual work

Core Skills

• Executive calendar management
• Travel and logistics coordination
• Meeting and event planning
• Written communication and presentation support
• Organization and attention to detail
• Problem-solving and proactive decision-making
• Stakeholder management and collaboration
• Confidentiality and professionalism
• Adaptability and multitasking

BusPatrol Value Proposition

At BusPatrol, safety isn’t just a priority — it’s our mission. As the nation’s most trusted school bus stop-arm technology solution, we serve over 350 school districts, protecting nearly 2 million students across 30,000 buses. Every day, millions of children rely on school buses to get to and from school safely, yet reckless drivers continue to put them at risk. As a technology company with a unique focus on public safety, we use cutting-edge AI, machine learning, and telematics to improve school bus safety. Our all-in-one safety program equips school bus fleets with AI-powered cameras, cloud-based data management, and an integrated software platform to capture and process stop-arm violations. Our safety programs foster accountability and reduce dangerous driving behavior in communities across the country. By partnering with school districts, municipalities, and law enforcement, we make safety solutions more accessible and effective, ensuring that every child’s journey to and from school is as safe as possible.