Executive Administrative Assistant

Position Overview

We are seeking a highly organized and proactive Executive Administrative Assistant to support two C-level executives. This role requires a professional who can manage complex calendars, coordinate travel, prepare reports, help maintain the operating rhythm, and serve as a key point of contact within and outside the organization. The ideal candidate thrives in a fast-paced environment and can operate independently with minimal guidance.

Key Responsibilities:

• Manage a complex, high-volume calendar across time zones, prioritizing customer, partner, board, and critical meetings.
• Protect focus time and anticipate conflicts before they happen.
• Coordinate scheduling for the C-level executives' direct reports, including QBRs, one-on-ones, SLTs, etc.
• Triage the executive's inbox and messages; draft responses and flag what needs immediate attention.
• Serve as the first point of contact for internal and external stakeholders, including key customers, partners, peers, and employees.
• Prepare briefing notes before meetings, including account context, attendees, and open issues.
• Help prepare for executive business reviews, board and leadership meetings, and project kickoffs, including agendas, decks, and pre-reads.
• Track action items and follow up with internal team leaders on deliverables.
• Compile and format reports and dashboards for leadership review.
• Plan and manage domestic and international travel, including itineraries, logistics, and expense reports.
• Coordinate customer events, executive roundtables, offsites, and leadership team meetings.
• Partner with other executive assistants to align cross-functional calendars and executive priorities.
• Support onboarding logistics for new leaders and manage the executive's leadership team's meeting cadence.
• Maintain confidentiality on compensation, deal strategy, M&A, reorganizations, and other sensitive matters.
• Process expenses, purchase orders, and invoices; track the executive's office budget.
• Maintain organized records, contracts, and files, and manage access to key systems.
• Identify and implement process improvements that increase the executive's effectiveness.

Qualifications

Education:

Experience:

• 7+ years of progressive experience as an executive assistant, including 3+ years supporting a C-suite or senior VP-level leader.
• Advanced proficiency with Google Workspace or Microsoft 365, including calendar, email, docs, spreadsheets, and presentations.
• Experience with expense, travel, and collaboration tools (e.g., Concur, Expensify, Teams, Zoom, Perk, Ramp).
• Demonstrated ability to handle confidential information with discretion and sound judgment.

Preferred Qualifications:

• Bachelor's degree in business administration, communications, or a related field.
• Familiarity with CRM and sales tools such as Salesforce, HubSpot, or Gong, and ability to read pipeline and forecast reports.
• Experience supporting board meetings and investor relations.
• Prior experience managing a leadership team's operating cadence (OKRs, QBRs, planning cycles).

Soft Skills:

• Exceptional written and verbal communication skills, with polish suitable for customer-facing and board-level audiences.
• Proactive and anticipatory: sees what the executive needs before being asked.
• Judgment and discretion: knows what to escalate, what to resolve, and what to keep confidential.
• Organization under pressure: juggles shifting priorities.
• Relationship builder: earns trust with executives, customers, and peers at every level.
• Ownership and follow-through: closes loops without reminders.
• Adaptability: thrives in a fast-paced, changing commercial environment.

Technology Stack:

• Google Workspace or Microsoft 365 (calendar, email, docs, spreadsheets, presentations).
• Expense and travel management tools (e.g., Concur, Expensify).
• Collaboration tools (e.g., Teams, Zoom, Perk, Ramp).
• CRM and sales tools such as Salesforce, HubSpot, or Gong.

Physical Requirements

• Ability to work in a standard office environment.
• Ability to use a computer and office equipment for extended periods.
• Occasional lifting of office supplies or documents.
• Willingness to travel occasionally and adjust hours around global time zones.

Benefits & Perks

At AST, we value our employees and offer a comprehensive benefits package designed to support your health, financial well-being, and work-life balance.

• Medical, Dental, and Vision Insurance
• 401(k) Retirement Plan with Company Match
• Company-Paid Short-Term Disability (STD) and Long-Term Disability (LTD) Insurance
• Company-Paid Life and Accidental Death & Dismemberment (AD&D) Insurance
• Health Savings Account (HSA) and Flexible Spending Account (FSA) Options
• Employee Assistance Program (EAP)
• Voluntary Supplemental Benefits
• Paid Time Off (PTO) and Company Holidays
• Career Growth and Development Opportunities

This job description may not be inclusive to the duties and responsibilities listed. Additional tasks may be assigned to the employee from time to time or the scope of the job may change as needed by business demands.