Workplace Experience Executive Assistant

• Executive & Calendar Support: Manage and maintain executive calendars, schedule meetings and appointments, coordinate travel, identify conflicts, and proactively help optimize leaders’ time and priorities.

• Communication Management: Support executive communications with internal and external stakeholders, help screen and prioritize correspondence, respond on behalf of leaders when appropriate, and escalate questions promptly.

• Meeting Coordination: Prepare agendas, presentations, reports, and other meeting materials; attend meetings as needed, capture notes and action items, and follow up to support timely completion.

• Travel Arrangements: Coordinate flights, accommodations, ground transportation, and detailed itineraries for executives; maintain visibility into upcoming travel and ensure key details are organized in advance.

• Office Operations: Maintain office supplies and equipment, coordinate vendor relationships, and ensure the workspace remains organized, welcoming, safe, and fully functional.

• Reception, Mail & Deliveries: Greet and assist visitors, support incoming calls as needed, and manage incoming and outgoing mail, packages, and deliveries.

• Event & Employee Experience Coordination: Plan and coordinate team events, meetings, company activities, conferences, summits, and off-sites, including logistics, catering, venue coordination, vendor evaluation, and budget support.

• Document & Record Management: Maintain organized digital and physical files and office documentation, including invoices, expense reports, records, and employee contact information, with appropriate confidentiality.

• Expense & Budget Support: Process expense reports, reconcile credit card statements as assigned, maintain expense records, and support responsible budget management and spend optimization.

• Research, Projects & General Support: Conduct research and gather information as requested; assist executives, leadership, and team members with special projects, presentations, initiatives, and ad-hoc administrative or workplace needs.

• Confidentiality: Handle sensitive and confidential company, executive, and employee information with discretion and professionalism.

• Find opportunities to automate and improve how work gets done across your role with approved AI and other tools, choosing the right tool for each task, refining your prompts, and reviewing outputs for quality and time saved.

• Other Duties: Travel up to 10% as needed and perform other duties as assigned.

• Proven experience as an executive assistant, office coordinator, administrator, or in a similar support role; startup or technology experience is preferred.

• Highly dependable, with strong professional integrity, judgment, discretion, and confidentiality.

• Excellent organizational, time-management, and multitasking skills, with the ability to prioritize and meet deadlines in a fast-paced environment.

• Strong written and verbal communication and presentation skills, with the ability to interact effectively with employees, executives, vendors, visitors, and external stakeholders.

• Proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook, and familiarity with office management tools or software.

• Ability to work independently with minimal supervision while collaborating effectively as part of a team.

• Positive, proactive, approachable mindset with flexibility and adaptability as priorities change.

• High attention to detail and accuracy in all work.

• AI fluency: comfortable using AI-enabled tools to improve administrative efficiency, research, communication, organization, and workplace processes, with appropriate judgment and confidentiality.

• Curiosity and eagerness to use AI in your daily work, backed by hands-on experience, a good sense of what generative AI can and can't do, and the judgment to verify its outputs.

PREFERRED QUALIFICATIONS

• Bachelor's degree or equivalent experience preferred.

• Experience supporting senior executives and coordinating workplace operations, events, vendors, or employee experience programs preferred.