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 days 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 executives 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.