Executive Administrative Assistant

The role

Provide high-level administrative support to the EVP, Product & Engineering including managing complex calendars, coordinating meetings, preparing correspondence, and handling confidential information. Coordinate detailed domestic and international travel arrangements, including itineraries, agendas, accommodations, and travel-related documentation. Serve as a strategic partner and gatekeeper for executive leadership, ensuring schedules are prioritized, optimized, and aligned with business objectives. Facilitate seamless communication between executive leadership and internal departments while building strong cross-functional relationships across the organization. Maintain awareness of ongoing business priorities and proactively keep leadership informed of upcoming commitments, issues, and action items. Manage competing priorities with professionalism, discretion, urgency, and strong follow-through in a fast-paced environment. Plan and coordinate leadership meetings, team offsites, and all-hands events, including logistics, budget tracking, vendor coordination, travel arrangements, agendas, and presentation materials. Prepare, maintain, and distribute executive and team materials, including biographies, organizational information, and leadership resources. Coordinate business-related meetings and events, including agenda management, note-taking, logistics coordination, and follow-up actions. Prepare and submit timely expense reports for executive leadership. Conduct miscellaneous research, purchasing, and special projects as needed. Partner cross-functionally with teams including Procurement, Legal, Finance, People Operations, Talent Acquisition, and Communications. Attend staff meetings and document meeting notes, action items, and follow-ups. Actively collaborate with and contribute to the broader administrative support community. Provide backup administrative support for other executives and Executive Assistants as needed. Offer guidance and support across the administrative team while leading by example through professionalism and collaboration. Support additional ad hoc projects and operational initiatives as assigned.