Executive Assistant

Job Description

Posted on: 
January 21, 2023

We are searching for a  Senior Executive Assistant to partner with our COO and the VP of Marketing and Communications in San Francisco, CA.


  • Manage dynamic and complex calendars.
  • Serve as a strategic partner to leaders and help them juggle competing priorities.
  • Review and summarize miscellaneous reports and documents; prepare background documents and communications.
  • Assist with preparation of presentations, plan and coordinate team all-hands meetings, internal events, team off-sites, and all logistical and budget requirements.
  • Effectively communicate with leaders to keep them informed and share meeting outcomes.
  • Act as partner and liaison for the leaders’ team(s) and be the key coordinator between departments or agencies inside and outside of the business.
  • Coordinate external partner meetings.
  • Navigate ambiguity, proactively anticipate needs of teams and leaders, and prioritize commitments.
  • Synthesize key elements of meetings, take and distribute notes, and ensure clarity and ownership of delegated tasks.
  • Prioritize and manage multiple projects simultaneously, following through on issues quickly and thoroughly.
  • Promote and introduce processes in service of efficiency and consistency, and seek to identify and remedy inefficiencies.
  • Proactively seek, set, monitor, and manage clear meeting agendas.
  • Become a knowledgeable information resource for members of your leaders’ teams.
  • Exemplify company values, promote team morale and team building, and support cultural initiatives.
  • Arrange travel schedules, manage reservations, and handle expenses.
  • Help orchestrate and/or lead special projects.

Job Requirements

  • Exceptional judgment and active foresight.
  • Able to work collaboratively and calmly, especially in stressful circumstances.
  • Able to adapt in a fairly dynamic business environment.
  • Creative problem solver and self-starter.
  • Proven ability to handle confidential information with discretion.
  • Highly adaptable to competing demands.
  • Good decorum, discretion, and executive presence in dealing with internal teams and external partners.
  • Expert level written and verbal communication skills.
  • Highly resourceful team-player with the ability to also be extremely effective independently.
  • Demonstrates ability to achieve high performance goals and meet deadlines in a fast paced environment.
  • Executive level project coordination.
  • Excellent calendar management skills, including the coordination of complex executive meetings.
  • Quick learner with proficiency in a broad array of online tools, including spreadsheets and slide presentations.
  • Flexibility to perform job duties outside of normal business hours.
  • Light travel may be required.
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