Executive Assistant - CEO

Wing Assistant•San Jose, CA

About The Position

We are looking for a high-leverage Executive Assistant to act as a strategic right hand to our CEO. This is not a typical administrative position. Beyond handling calendar management and travel coordination in a fast-paced, chaotic environment, you will play an active role in driving operational efficiency. We need a clear-thinking, proactive problem solver who can jump right in without needing hand-holding. You will analyze data, build reports, identify operational gaps, and bring solutions to the table before issues arise.

Requirements

Proven experience as an Executive Assistant, Chief Of Staff, Business Operations Manager, or Strategic Coordinator.
Ability to drop into a fast-moving environment on Day 1 without requiring extensive training.
Exceptional logic and problem-solving ability.
Proactive and autonomous; anticipate needs before they are voiced and actively look for ways to lighten the CEO's operational load.
High adaptability, mental resilience, and composure in fast-changing, high-pressure environments.
Comfort with numbers, spreadsheets, financial statements, and basic business finance principles.
Willingness and technical setup to work asynchronously and align with the CEO’s shifting global schedule.
Advanced proficiency in modern workspace tools (e.g., Claude, Notion, Slack, Google Workspace, Excel/Google Sheets, project management platforms).

Responsibilities

Act as the primary point of contact and buffer for the CEO, managing internal and external communications with tact and judgment.
Maintain complete situational awareness of the CEO’s priorities, deadlines, and ongoing projects.
Manage complex, fluid calendars across multiple time zones, adjusting dynamically to continuous travel schedule changes.
Handle seamless international travel arrangements, itineraries, and logistics.
Gather data across departments to create clear, actionable executive reports, dashboards, and presentations.
Continuously audit workflows and metrics to identify gaps, inefficiencies, and areas for process improvement.
Conduct research and synthesize complex information into quick, digestible briefs for decision-making.
Assist with financial tracking, expense management, budget auditing, and financial reporting.
Monitor key financial indicators and track cross-departmental deliverables to ensure projects remain on budget and on schedule.
Handle confidential business and financial information with high discretion.