Executive Assistant
Description
The Executive Assistant provides proactive, high-trust operational support to senior leaders, with a focus on calendar and meeting management, expense administration, event and offsite coordination, and workshop preparation. This role is highly detail-oriented, calm under pressure, and uses Notion, G-Suite and Slack as a core systems and available AI tooling to keep plans, information, and stakeholders aligned.
Responsibilities
- Executive calendar and time management (primary) Own complex calendars across multiple time zones, balancing focus time, 1:1s, team rituals, and external commitments.
- Drive scheduling logistics end-to-end: Send agendas and pre-reads.
- Confirm attendees.
- Adjust when priorities shift at short notice.
- Maintain a single source of truth for recurring cadences (weekly leadership meetings, 1:1 rotations, key monthly forums).
- Protect executive time by filtering meeting requests and ensuring meetings have a clear purpose, desired outcomes, and preparation.
- Meeting and workshop preparation Gather inputs and content for sessions (leadership meetings, workshops, all-hands contributions).
- Build and maintain preparation checklists and timelines for workshops and offsites.
- Coordinate pre-work from participants and ensure materials are ready on time.
- Capture actions and follow-ups and keep owners accountable (lightweight support, not a program manager role).
- Offsites and event organization Plan and coordinate leadership offsites, team events, and workshops: Venue sourcing and vendor coordination.
- Agenda logistics, room setup needs, catering, and AV requirements.
- Participant communications, calendars, and travel guidance when relevant.
- Maintain run-of-show documents and contingency plans.
- Expense and admin operations Submit and track expense reports, reconcile receipts, and ensure policy compliance.
- Coordinate approvals and follow up on missing documentation.
- Support purchase requests where needed (for example, event deposits and travel bookings), in collaboration with Finance and Workplace.
- Executive travel coordination Arrange end-to-end travel (flights, hotels, ground transport), including changes and disruptions.
- Ensure itineraries are easy to follow and consolidated in one place.
Requirements
- Has demonstrated experience supporting senior leaders in a fast-paced environment.
- Has excellent calendar management skills (complex scheduling, time zones, conflicting priorities).
- Has strong written communication skills in English: concise updates, clear requests, calm tone.
- Has high attention to detail and strong follow-through.
- Is comfortable handling confidential and sensitive information.
- Has solid expense administration capability and is comfortable working with Finance processes.
- Has event and offsite coordination experience (end-to-end ownership).
- Is confident user of Notion (or equivalent tools) to organize work with high quality.
- Is comfortable working across Europe time zones (with occasional flexibility).
- Is able to handle occasional travel coordination outside standard hours (as exceptions, not the norm).
