Executive Administrative Assistant

About the Role 

We are looking for a sharp, proactive Executive Administrative Assistant to support a VP/Executive leader in a global, high-velocity AI/ML-driven organization. This is not a reactive role — you will be two steps ahead, anticipating needs before they are voiced, keeping recurring leadership cadences and cross-functional initiatives on track, and acting as a trusted liaison to internal leaders, external technology partners, and vendors. You will use AI tools to work smarter and serve as connective tissue across globally distributed teams and time zones. 

Core Responsibilities 

1. Executive Support & Calendar Management 

• Own complex, multi-time zone calendar management — prioritizing and resolving conflicts without hand-holding 

• Prioritize meeting requests based on business impact and executive bandwidth 

• Coordinate leadership meetings, staff meetings, and offsite end-to-end 

• Support leadership forums and recurring executive staff meeting cadences, ensuring continuity and follow-through 

• Coordinate with other Executive Admins to align schedules, resolve conflicts, and ensure seamless planning across leadership teams 

• Manage recurring leadership cadences — 1:1s, bi-weekly and monthly staff syncs scheduled out across the fiscal year — and proactively rebook them when priorities, travel, or availability shift 

• Triage the day’s schedule each morning and, when the executive is traveling or out, clear and reschedule meetings and notify the affected owners 

2. Communication & Gatekeeping 

• Serve as the primary point of contact for internal and external stakeholders 

• Screen emails, draft responses, and escalate critical items with good judgment 

• Ensure executives are always prepared — right context, right materials, right time 

• Draft and send correspondence on the executive’s behalf and relay timely updates to internal and external stakeholders 

• Check in proactively with the executive and surrounding leaders to confirm attendance, logistics, and next steps 

3. Meeting & Event Coordination 

• Prepare agendas, presentations, and briefing documents 

• Capture action items and drive follow-up with stakeholders across org boundaries 

• Coordinate large meetings, leadership reviews, governance sessions, company events, and large-scale workshops, including conference room reservations, catering management, attendee communications, and day-of logistics. 

• Facilitate onsite executive and team gatherings to ensure a professional, engaging, and productive experience for participants. 

• Register the executive for industry conferences, executive forums, and external events, and manage confirmations and logistics 

• Coordinate executive site visits and partner briefings end-to-end — agendas, attendees, room, and catering logistics 

4. Operational & Business Support 

• Track key action items, deliverables, and deadlines across cross-functional AI/ML initiatives 

• Support core business cadence — QBRs, All Hands, governance reviews, and stakeholder updates 

• Help produce reporting, dashboards, or status summaries as needed 

• Ensure readiness for all governance, review, and stakeholder touchpoints 

• Partner with site leadership, facilities teams, and business stakeholders on departmental space planning initiatives, including seating strategies, workspace optimization, office moves, and onboarding readiness. 

• Serve as a trusted resource for the organization by helping employees navigate internal processes, connect with the appropriate teams, and access site and company resources. 

• Provide onsite support to senior leadership team members during visits and local engagements, ensuring meeting readiness, logistical coordination, workspace accommodations, and a seamless executive experience. 

5. Travel & Expense Management 

• Arrange domestic and international travel itineraries 

• Manage expense reports and ensure compliance with company policy 

• Manage scheduling around extended domestic and international travel, holding and rebooking meetings around travel windows 

• Arrange on-site hospitality and logistics, including meeting catering and business-meal reservations 

6. Stakeholder Coordination 

• Work cross-functionally across teams, leaders, and vendors 

• Facilitate communication and alignment across org and geographic boundaries 

• Help track and coordinate action items arising from cross-functional AI/ML programs 

• Serve as the scheduling liaison with external technology partners and vendors (including AI/ML ecosystem partners) to set up intro calls, recurring syncs, and executive briefings across time zones 

• Partner with fellow Executive Admins and stakeholders’ teams to align availability and confirm cross-organization meetings 

• Act as a key liaison for onsite operations and employee experience initiatives, partnering with leadership, facilities, and workplace teams to support organizational effectiveness. 

7. Culture, Community & Employee Engagement 

• Help foster a positive, inclusive, and connected workplace culture by planning, promoting, coordinating, and participating in onsite employee engagement activities and social gatherings. 

• Partner with leaders to build a strong sense of community and belonging across globally distributed and onsite teams. 

• Support team-building events, recognition activities, volunteer opportunities, and other initiatives that strengthen employee engagement and workplace culture. 

• Serve as a cultural ambassador for the organization, helping create a welcoming and engaging environment for employees, visitors, and leaders. 

What You Bring 

• 5+ years supporting senior executives in fast-paced, global corporate environments 

• Hands-on daily use of AI productivity tools (Claude, Copilot, ChatGPT, Notion AI, etc.) — not just awareness 

• Expert proficiency in Microsoft 365: Outlook, Teams, Excel, PowerPoint, Word 

• Experience supporting tech or AI/ML organizations strongly preferred 

• Exceptional written and verbal communication — clear, concise, professional 

• High EQ: reads the room, adapts to shifting priorities, builds trust at every level 

• Absolute discretion with confidential information 

• Strong organizational skills with meticulous follow-through 

• Calm under pressure; energized by ambiguity and rapid change 

• Quick to adapt in a malleable, fast-paced organization where priorities, structures, and ways of working evolve constantly 

• Embraces every challenge as an opportunity to grow and contribute 

• Experience supporting office operations, workplace services, space planning, employee engagement programs, or site-based initiatives. 

• Demonstrated ability to build relationships and create exceptional employee and executive experiences across all organizational levels. 

Key Skills & Traits 

• Prioritization & sound judgment — knows what matters most and acts accordingly 

• Proactive problem-solving — does not wait to be asked 

• Strong communication — can represent leadership in writing and in rooms 

• Discretion & confidentiality — handles sensitive information without exception 

• Tech-savvy — comfortable adopting new tools quickly, including AI platforms 

• High organizational ability — nothing falls through the cracks 

What Sets You Apart 

• You have built AI-powered workflows that tangibly saved time for you or your team 

• You have experience coordinating across globally distributed teams 

• You have supported leaders through fast-moving org changes, program launches, or high-growth phases 

• You are viewed as a go-to resource who helps employees, leaders, and visitors navigate the organization with confidence and ease. 

• You have experience supporting departmental space planning, office moves, workplace events, or employee engagement programs. 

• You are passionate about building community and creating an inclusive, welcoming, and highly engaging workplace culture.