Executive Administrative Assistant

Jobs for Humanity • San Francisco, CA

1d • Remote

About The Position

RRS Group is seeking an exceptionally organized, proactive, and polished Executive Admin Assistant to serve as a strategic partner supporting multiple executives within our Marketing & Communications organization. In this role, you will be the operational backbone of a fast-paced, globally distributed team — anticipating needs before they arise, managing highly complex executive calendars with senior leadership exposure, and ensuring every meeting, trip, event, and stakeholder interaction is executed seamlessly. This is a high-trust, high-impact opportunity where professionalism, discretion, executive presence, and strong judgment are essential. You will work at the intersection of strategic coordination and day-to-day operational excellence while leveraging modern AI tools and automation to improve efficiency, communication, and workflow management. If you thrive in dynamic environments, enjoy solving problems before they happen, and take pride in being highly dependable and detail-oriented, we encourage you to apply.

Requirements

• Must speak, read, and write fluent English
• 5+ years of Executive Assistant or Executive Admin experience supporting VP-level leaders or above
• Experience working in fast-paced corporate, technology, marketing, or professional services environments
• Strong organizational skills with the ability to manage multiple priorities simultaneously
• Proven experience handling highly complex calendars, executive communications, and confidential information
• Excellent written and verbal communication skills
• Strong problem-solving abilities with a proactive, “one-step-ahead” mindset
• Experience coordinating domestic and international travel logistics
• High level of professionalism, discretion, and attention to detail
• Advanced proficiency with Microsoft Outlook, Word, PowerPoint, Zoom, and expense management tools such as Concur
• Comfortable leveraging AI-powered tools and technology to improve productivity, workflow automation, communication, and operational efficiency

Nice To Haves

• Experience supporting executives within marketing, communications, events, or technology organizations
• Background in high-growth or global companies
• Experience coordinating corporate events, conferences, or executive off-sites
• Experience managing vendors, agencies, and external business partners
• Active user of AI tools with demonstrated ability to improve operational efficiency and workflow execution

Responsibilities

• Proactively manage complex executive calendars across multiple time zones while anticipating scheduling conflicts and shifting priorities
• Coordinate a high volume of internal and external meetings including leadership meetings, cross-functional reviews, customer meetings, vendor briefings, off-site events, Zoom meetings, and one-on-ones
• Organize meeting logistics including conference rooms, food orders, presentation setup, agendas, and note-taking support
• Serve as a reliable point of coordination between executives, leadership teams, customers, vendors, and business partners
• Prepare agendas, briefing documents, presentation materials, and meeting summaries in advance of executive meetings
• Ensure meetings have clear objectives, context, and supporting documentation
• Assist executives with follow-up action items and operational tracking
• Manage complex domestic and international travel arrangements including flights, hotels, transportation, itineraries, and event logistics
• Coordinate travel-related documentation, schedules, and vendor communications
• Support executive attendance at conferences, customer meetings, and company events
• Prepare and submit expense reports accurately and in a timely manner
• Process invoices, vendor payments, and coordinate with Finance regarding budget tracking and approvals
• Maintain organized records and administrative documentation
• Partner closely with Business Operations teams to support organizational processes and executive priorities
• Assist with special projects, team initiatives, and event coordination
• Support onboarding activities for new hires including equipment requests, workspace preparation, onboarding schedules, and team coordination
• Coordinate onboarding for vendors and external agencies including access requests and documentation
• Submit and manage IT and Help Desk requests as needed

Benefits

• Opportunities to learn and develop every day through a wide range of programs.
• Internal digital platforms that promote self-learning.
• Development programs according to Leadership skills.
• Specialized training according to the role.
• Learning experiences with internal and external providers.
• Recognition programs for seniority, behavior, leadership, moments of life, among others.
• Financial wellness programs that will help you reach your goals in all stages of life.
• A flexibility program that will allow you to balance your personal and work life, adapting your working day to your lifestyle.
• WellnessLine for family
• Thousands of Agreements and Discounts for family
• Scholarship programs for children
• Aid Plans for different moments of life

What This Job Offers

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