Executive Assistant

Who you are

• Experience: 3+ years as an EA supporting VP/C-level executives, ideally in a fast-paced technology, SaaS, or AI environment
• Prior experience supporting CTO, CPO, or other technology-adjacent team(s)
• Communication Style: Direct, clear, and proactive. Ability to synthesize complex information quickly and communicate clearly across all org levels
• Tool Proficiency:
• Core Suite: Google Workspace (Sheets, Forms, Docs, Drive), MS Outlook/Exchange, Slack, Zoom
• Travel & Expense Systems: Navan, Ramp
• Ops & Collaboration: Guru, Claude/AI tooling, Lattice, Gong
• Operational Mindset: Highly organized with exceptional attention to detail, strong calendar prioritization skills, and ability to navigate matrixed org structures

What the job involves

• As Executive Assistant to the CTO, you are the glue, guru, and playmaker for a ~350-person R&D organization spanning Engineering and Product
• In this high-impact role, you will act as a trusted right hand, decision-maker, and primary administrative operator for the CTO, while also providing targeted operational and calendar support for other senior R&D leaders across the organization
• You will be the key operational cross-functional connector across Technology
• Individual contributors, managers, directors, and executives will look to you for direction
• Success in this role requires mastering calendar architecture, proactive problem-solving, project coordination, budget tracking, and building strong relationships across the company
• Executive Calendar Architecture: Master complex, high-context calendar management for the CTO, balancing shifting priorities, strategic working blocks, and urgent requests
• R&D Leadership Support: Provide high-leverage calendar and operational assistance to key senior R&D leaders (VPs, EVPs, and Chief Architect) on an as-needed basis
• Meeting Operations & Notes: Own coordination, agenda pre-building, notes, and action-item follow-through for core leadership syncs (including TEL, R&D Core, R&D Monthly, and Skip-Level 1:1s)
• Context-Driven Agendas: Synthesize background details directly into meeting descriptions ahead of executive 1:1s rather than listing generic titles
• End-to-End Travel Management: Oversee all travel bookings, itineraries, and preferences for the CTO via Navan from start to finish
• Expense & Policy Compliance: Process receipts and expense reports in Ramp, ensuring strict adherence to company policy (e.g., calculating fare differences between premium cabins and standard economy)
• Budget Tracking & Visibility: Track the annual training allocations and per-person travel budgets across tribe leaders, while maintaining real-time visibility into offsites via Budget vs. Actual (BvA) trackers
• Demo Day Coordination: Co-host/coordinate the weekly Friday Demo Day program, maintaining multi-tribe rotation calendars and publishing weekly presenter announcements
• Internal Recognition Programs: Administer recurring recognition initiatives (such as the weekly AI Wins program) by managing submission forms, voting tallies, and reward tier logic
• Event Logistics & Offsites: Coordinate logistics for major conferences and leadership offsites, managing attendee tracking, team mapping, badge allocations, and vendor/deposit payments
• Systems Access & Governance: Administer shared Google Drive and Outlook groups, execute weekly new-hire onboarding access workflows, and perform quarterly org-wide access audits across Slack, Google, and Exchange

Benefits

• Medical, Dental, & Vision Insurance
• Competitive & Fair Pay
• Short & long-term disability
• Maternity & Paternity leave
• Centrally located open office in Sugar House
• Company swag that will make your friends envious
• Opportunity to make an impact on Day 1