Executive Assistant

Foundant + smartsimple

4d

About The Position

The Executive Assistant provides high-level administrative and operational support to the CEO and Executive Leadership Team. The role owns the CEO’s calendar, proactively resolves scheduling conflicts, and protects focused work time. It manages the administrative lifecycle of Executive Leadership Team meetings, including agendas, attendance, deadlines, reporting packages, and advance distribution of pre-reads. The position also coordinates executive offsites and board meetings, serves as a professional contact for board members and other external and internal stakeholders, tracks action items and signatures, and advances workflows independently.

The Executive Assistant manages monthly executive expense reporting, compliance tracking, and internal routing, reconciling transactions with corporate finance and private equity audit requirements. The role uses AI tools to synthesize information and improve workflow efficiency while applying sound judgment to ensure quality. Occasional travel for board meetings, executive offsites, and company gatherings is required, as is availability during core Pacific Time business hours.

Requirements

• At least 5 years of executive administrative experience supporting C-level leaders.
• At least 3 years of direct support to a corporate CEO at a company with minimum revenue of $50 million.
• Advanced proficiency with Microsoft 365, specifically Outlook for complex, high-volume scheduling, Teams, and SharePoint document organization.
• Working experience with an expense or spend management platform such as Airbase, Ramp, or Paylocity; an e-signature solution such as Ironclad, DocuSign, or Adobe Sign; and Salesforce for basic lookup and tracking.
• Working proficiency with Claude or a comparable large language model for information synthesis and workflow efficiency.
• Availability to work core Pacific Time business hours.
• Ability to travel occasionally for board meetings, executive offsites, and company gatherings.
• Must be legally eligible to work in the United States.
• Able to manage schedule volatility and shifting priorities independently and bring resolved recommendations.
• Able to communicate directly and hold executives and external partners accountable to deadlines while maintaining relationships.
• Able to anticipate dependencies, downstream effects, stakeholders, and change-management needs.
• Able to understand business context and assess urgency and what the CEO needs to see.
• Willingness to stay current with relevant platforms and AI tools and use feedback to improve.

Nice To Haves

• Experience within a private equity-backed, venture-scaled, or rapidly growing enterprise.

Responsibilities

• Own the CEO’s calendar, resolve scheduling conflicts, and protect blocks of uninterrupted time.
• Coordinate Executive Leadership Team meeting agendas and attendance, manage deadlines, compile reporting packages, and distribute pre-reads at least 48 hours before meetings.
• Plan agendas and logistics for executive offsites, board meetings, and other in-person touchpoints.
• Serve as a clear, professional point of contact for board members, private equity partners, clients, and internal leadership.
• Track executive action items to completion, manage signature routing, and move workflows forward independently.
• Provide finished, pre-vetted options rather than unresolved questions.
• Manage monthly executive expense reporting, compliance tracking, and internal routing, reconciling transaction details with corporate finance and private equity audit requirements.
• Use AI tools to synthesize information and improve workflow efficiency while exercising judgment about the results.
• Perform other duties as assigned.

Benefits

• Competitive salary and benefits.
• Tuition and lifestyle reimbursements.
• Bespoke mindfulness and fitness initiatives.
• Flexible PTO policy.
• Professional and personal development opportunities.
• Opportunities to collaborate across teams and gain exposure to diverse ideas, expertise, and projects across multiple industries.
• Career growth and internal mobility opportunities, including roles in other departments and leadership opportunities.
• Autonomy and responsibility.
• Employee recognition.

What This Job Offers

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