About This Role
This role supports 4-5 executives, serving as a critical partner in enabling leadership effectiveness at a rapidly growing, mission-driven company. It is ideal for someone who thrives in a high-growth environment, anticipates needs before they arise, and can seamlessly manage friction that can distract leaders from their highest-priority work.
Responsibilities
- Manage frequent calendar changes and last-minute requests with speed, professionalism, and minimal disruption
- Identify and resolve scheduling conflicts, using sound judgment and appropriate tradeoffs
- Coordinate recurring meetings, leadership meetings, 1:1s, interviews, customer meetings, and other high-priority engagements, ensuring schedules are organized, efficient, and aligned to business priorities
- Serve as a professional point of contact for internal and external stakeholders seeking time with supported executives
- Monitor calendars for gaps, conflicts, overbooking, and inefficient scheduling, proactively making recommendations and adjustments
- Track scheduling-related action items, commitments, and follow-ups to ensure nothing falls through the cracks
- Coordinate end-to-end domestic and international travel that account for executive preferences including flights, hotels and ground transportation
- Develop a strong understanding of individual executive travel preferences and proactively apply them to future bookings
- Build travel schedules that account for meeting commitments, time zones, and realistic travel time
- Manage changes, cancellations, delays, and unexpected travel issues quickly and proactively
- Own the expense reporting process for executives, ensuring expenses are submitted accurately, completely, and on time
- Partner with the Finance team and executives to address expense questions, reimbursements, and policy requirements
- Maintain organized records and proactively follow up on outstanding expense items
Requirements
- U.S. Citizenship is required
- Demonstrated experience managing 4+ executive calendars or a similarly complex scheduling environment
- Strong expertise in complex calendar management, including scheduling across multiple time zones
- Significant experience coordinating domestic and international executive travel
- Experience managing executive expenses and working with Finance and expense management systems (Ramp preferably)
- Experience working in ambiguous and fast-paced environments
- Experience with AI tools (e.g. Google Gemini, Claude) and embedding them to operational and organizational work
- Capable of producing high-quality content on short deadlines
- Fast learner and able to work independently with minimal supervision
