Executive Assistant

Who you are

• The ideal candidate is an exceptional organizer and communicator who exercises sound judgment, anticipates needs, and brings structure to ambiguity
• Bring 5+ years of experience supporting multiple senior executives, preferably in a fast-paced, global technology or software organization
• Are highly organized and detail-oriented, with the judgment and agility to manage competing priorities, shifting needs, and tight deadlines
• Anticipate needs, solve problems proactively, and drive complex projects forward with minimal direction
• Communicate clearly, build trusted relationships, and collaborate effectively with stakeholders at all levels
• Handle sensitive and confidential information with professionalism and discretion
• Produce polished presentations, documents, and communications using Google Workspace, PowerPoint, and Excel, and are comfortable with Slack, Zoom, and tools such as ClickUp or Asana
• Use AI and automation tools thoughtfully to synthesize information, streamline routine work, and build efficient workflows while maintaining accuracy, confidentiality, and data security
• Hold a bachelor’s degree or have equivalent relevant professional experience
• Experience supporting Product, Engineering, Data, or Technology executives at a software company
• Experience coordinating international travel and working with globally distributed teams
• Experience planning executive offsites, leadership meetings, and large-scale team events in a hybrid environment
• Familiarity with Airbase or comparable expense-management and procurement platforms

What the job involves

• In this role, you will be a trusted partner who enables senior leaders to operate at their best
• You will manage complex calendars, travel, communications, meetings, events, and team operations while helping advance priorities across a fast-moving, global organization
• You will also provide project coordination and operational support for initiatives spanning Product, Engineering, Data, and other cross-functional teams
• You are comfortable balancing shifting priorities, handling confidential information, and collaborating with stakeholders at every level of an organization
• Provide high-level administrative and operational support to the multiple VPs, enabling them to focus on strategic priorities, organizational leadership, and stakeholder engagement
• Own complex, frequently changing calendars across multiple time zones, balancing business priorities, executive preferences, and competing demands
• Schedule and coordinate leadership meetings, team meetings, cross-functional reviews, external partner engagements, interviews, and recurring operating rhythms
• Actively manage calendar conflicts, protect focus time, and ensure executives are prepared for upcoming meetings and commitments
• Anticipate executive needs and proactively address scheduling, logistical, and operational issues before they become obstacles
• Coordinate leadership meetings from preparation through follow-up, including agendas, briefing materials, presentation support, meeting notes, decisions, and action items
• Prepare briefing packets and ensure leaders have the context and materials needed for internal and external engagements
• Draft, edit, and format clear, professional internal communications, memos, announcements, presentations, and detailed meeting recaps
• Help cascade priorities, decisions, updates, and outcomes to leadership teams and the broader organization
• Track commitments and action items, following up with owners to keep workstreams moving and deadlines on track
• Serve as a trusted liaison between executives, their teams, and cross-functional partners, facilitating timely communication and alignment
• Coordinate complex domestic and international travel, including flights, accommodations, ground transportation, visas, itineraries, and other travel requirements
• Develop detailed travel plans, anticipate potential disruptions, and identify practical, cost-conscious solutions
• Process expense reports, invoices, purchase requests, and Airbase submissions accurately and on time
• Coordinate logistics for internal and external events, executive briefings, leadership offsites, team gatherings, and other high-visibility engagements
• Partner with internal teams and external vendors to manage venues, materials, schedules, technology, catering, transportation, and attendee communications
• Coordinate priority initiatives across Product, Engineering, Data, and related functions by maintaining plans, trackers, action items, and status updates
• Establish effective operating rhythms for leadership meetings, planning cycles, business reviews, and offsites
• Partner with stakeholders to clarify ownership, gather materials, identify dependencies, and keep deliverables on track
• Surface risks and roadblocks early, recommending practical solutions and driving timely follow-through
• Use AI and automation tools to streamline recurring work, improve information flow, and create scalable team workflows
• Document and continuously improve processes and standard operating procedures to increase efficiency and consistency

Benefits

• Wide range of health insurance options, including medical, dental, and vision (GoFundMe covers 100% of employee premiums, and 80% of spouse and dependents)
• $600 annual fitness and wellness reimbursement
• Weekly massages
• Standing desks
• Fully-stocked kitchens & daily lunches
• Team off-sites & monthly social events
• Many of our offices are dog friendly
• 10 paid holidays, 17 days of accrued vacation per year, unlimited sick time & three volunteer days
• Enhanced parental leaves
• $50/month for employees commuting to and from work (public transit and/or parking)
• Caltrain GoPasses for our Bay Area commuters
• "Gives Back" program, where employees nominate fundraisers weekly for donations from GoFundMe
• Quarterly volunteer events in each office to give back to our local communities
• 401(k) retirement plan with company matching
• Access to learning tools and resources, including a subscription to Udemy, guest speakers, and internal brown bag sessions