Senior Executive Assistant

We are looking for a seasoned Executive Assistant to serve as a force multiplier across people culture and executive coordination. This is not a task-execution role it is an ownership role. You will keep the company running smoothly our people well-supported and our leadership well-prepared while also handling select personal and logistical matters for the CEO with discretion and care.

The right candidate brings deep experience supporting complex executives and high-growth organizations a natural instinct for anticipating needs before they arise and the entrepreneurial mindset to build systems and processes where none yet exist

• Serve as a strategic extension of the CEO owning scheduling travel and communications with precision and foresight.
• Manage complex executive calendars proactively protecting time for high-priority work and ensuring readiness ahead of key meetings.
• Coordinate domestic and international travel with seamless end-to-end itineraries.
• Draft edit and manage high-stakes correspondence on behalf of the CEO adapting voice and detail level to the audience.
• Manage NDAs and DocuSign agreements coordination end-to-end.
• Prepare materials briefing notes and agendas for board meetings and leadership reviews.
• Track and organize sales pipeline activity and follow-through to ensure nothing falls through the cracks.
• Welcome and host interview candidates on-site creating a strong first impression of Circadia.
• Own the office environment ensuring it is welcoming stocked and operationally smooth at all times.
• Plan and execute team socials off-site events and culture-building moments.
• Manage company swag program from selection to distribution.
• Coordinate team catering including lunch 3x per week and the sandwich bar.
• Handle select personal tasks for the CEO with discretion reliability and no friction.
• Manage time-sensitive personal logistics proactively anticipating needs before they become urgent.

• 7 years of experience as an Executive Assistant supporting C-level executives in complex fast-moving environments.
• Proven ability to manage multi-faceted personal and professional needs simultaneously with composure and discretion.
• Experience working with entrepreneurial or self-directed executives you know how to manage up push back diplomatically and anticipate needs.
• Startup or high-growth company experience a strong plus; entrepreneurial background welcome.
• Exceptional written communication you write clearly adapt to different voices and know what level of detail each audience needs.
• Highly organized systems-oriented and proactive you build structure rather than waiting to be told.
• Warm personable and culturally attuned people enjoy working with you.
• Tech-savvy: Google Workspace Slack Notion DocuSign and comfortable learning new tools quickly.