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

• 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 and coordinate meetings across multiple stakeholders, locations, and time zones with a high degree of accuracy and responsiveness
• Anticipate scheduling and support challenges before they arise, proactively identifying solutions and minimizing disruptions to executive productivity
• Coordinate 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
• Coordinate 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
• 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
• 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