Executive Assistant

Kraken

9d•$72,600 - $145,200

About The Position

Payward is seeking a highly organized and proactive Senior Executive Assistant to support senior leadership within the CEO office, including a Co-CEO leadership model. The role provides high-level administrative support and ensures key projects, budgets, travel, and events run smoothly. The assistant will manage complex, changing calendars and coordinate multifaceted activities, applying familiarity with communications and executive affairs in a fast-paced environment. The assistant will collaborate with other executive assistants in the CEO office to share information and coordinate responsibilities across leaders. They will act as a gatekeeper, anticipate executives’ needs, manage competing priorities, prepare briefings and records, and coordinate domestic and international travel, including private aviation. The position also supports cross-functional projects and events, tracks team tasks and budgets, assists with onboarding, and processes expenses and purchase orders.

Requirements

At least 8 years of experience as an executive assistant, administrative manager, or in a similar role supporting senior leadership.
Ability to maintain confidentiality and exercise discretion and professionalism with sensitive information.
Strong organizational skills, exceptional attention to detail, and ability to manage multiple priorities in a fast-paced setting with demanding timeframes.
Ability to improve processes, bring order to disorganized situations, and remain calm during periods of disorganization.
Strong sense of urgency and ability to complete tasks quickly while anticipating subsequent needs.
High proficiency with Google Suite, MS Office Suite, Adobe Suite, and MacOS, and general technology aptitude.
Familiarity with communications strategies, executive affairs, and leadership environments.
Excellent written and verbal communication skills.
Flexibility to work across all time zones.

Nice To Haves

Experience with budget tracking, travel coordination, event planning, and stakeholder engagement.
Comfort working across multiple teams and time zones and with external partners.
Proactive, problem-solving mindset focused on efficiency.
Experience supporting a CEO office or multi-executive leadership structure.

Responsibilities

Coordinate closely with other executive assistants in the CEO office to provide seamless support across leaders in a Co-CEO model.
Build relationships across the broader team and act as a gatekeeper for executives, anticipating needs and issues and planning contingencies.
Manage complex and changing executive calendars, prioritize requests, coordinate meetings and logistics, and ensure executives receive relevant information.
Prepare briefing materials for meetings, speaking events, and travel, as well as agendas, minutes, and organized records of projects and initiatives.
Coordinate domestic and international travel, including commercial and private aircraft, ground transportation, accommodations, visas, and customs requirements.
Serve as the primary contact for private aviation providers and manage flight schedules, passenger manifests, and catering.
Monitor travel plans and adjust logistics in response to changing priorities, weather, delays, or other unforeseen circumstances.
Coordinate cross-functional projects and events, including timelines, deliverables, stakeholder engagement, and collaboration with events, security, and other teams.
Identify opportunities to streamline processes and improve executive effectiveness.
Track team tasks, budgets, and meeting schedules to support deadlines and deliverables.
Support onboarding and ramp-up for new team members.
Process expense reports, purchase orders, budget reconciliations, receipts, and invoices accurately and promptly.
Perform additional duties as assigned.