Administrative Assistant, Product and Engineering

NinjaOne • Austin, TX

13d • Hybrid

About The Position

This is a high-impact opportunity to play a central role in how NinjaOne’s Engineering and Product organizations operate and scale. As an Administrative Assistant supporting Directors, VPs, and Managers, you’ll partner closely with the Executive Operations Manager to streamline day-to-day operations, reduce friction, and ensure leaders can stay focused on delivering great products. You’ll take ownership of key administrative and operational responsibilities — proactively managing priorities, improving workflows, and identifying opportunities to make teams more efficient. Beyond traditional support, you’ll contribute to how teams run by helping coordinate cross-functional work, supporting planning and execution, and bringing structure to fast-moving environments. This role offers meaningful exposure to how software teams build, ship, and collaborate at scale. You’ll develop strong operational instincts, stakeholder management skills, and a deep understanding of what drives effective teams. We’re looking for someone who is proactive, detail-oriented, and solutions-driven — someone who takes ownership, operates with autonomy, and is motivated to grow into a trusted partner to leaders across the organization. The location is Remote in Austin, TX with in-office presence for team meetings or special events.

Requirements

• 3–5 years of experience in an administrative, operations, or team support role, ideally supporting multiple stakeholders
• Highly organized with strong attention to detail and a track record of reliable execution
• Proactive and responsive—you follow through and ensure nothing falls through the cracks
• Comfortable managing competing priorities and adapting in a fast-paced environment
• Clear communicator with strong interpersonal skills and the ability to work across teams and levels
• Experience coordinating travel, managing calendars, and supporting team operations
• Experience planning and executing team events or offsites
• Familiarity with tools like Confluence, Airbase, Navan, and Slack
• Willing and able to travel ~10% for team offsites and events

Nice To Haves

• Experience supporting Engineering or Product teams

Responsibilities

• Manage complex calendars for Directors, VPs, and Managers across Engineering and Product, prioritizing effectively and resolving conflicts
• Protect leadership time by aligning schedules to key priorities and ensuring focus time is preserved
• Ensure leaders are prepared for meetings with the right context, materials, and timing
• Coordinate end-to-end travel, including flights and accommodations
• Build clear, detailed itineraries and ensure logistics are seamless and well-communicated
• Adjust travel plans as needed to accommodate changing schedules
• Track action items and follow up with stakeholders to keep team and cross-functional workstreams on track
• Support coordination across teams, ensuring alignment and clear communication
• Capture and organize meeting notes, highlighting key takeaways and next steps
• Maintain team documentation and shared resources to support day-to-day operations
• Plan and execute team offsites and small-scale events end to end, including logistics, scheduling, building agendas, and onsite coordination
• Maintain and update operational trackers, dashboards, and team systems
• Identify opportunities to streamline administrative workflows and improve efficiency
• Standardize processes to bring consistency across leaders and teams
• Build familiarity with Engineering and Product workflows to better anticipate needs
• Other duties as needed

Benefits

• Collaborative, kind, and curious community
• Full-time work that is hybrid remote
• Comprehensive benefits package, which includes medical, dental, and vision insurance
• 401(k) plan
• Unlimited PTO
• Opportunity for growth and advancement

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed