Executive Assistant

Lotus•San Francisco, CA

About The Position

The Executive Assistant to the General Manager is a highly organized, proactive, and trustworthy individual who will provide administrative and operational support. This role is ideal for someone who is resourceful, discreet, detail oriented, and comfortable managing a wide range of priorities with minimal supervision. The successful candidate will anticipate needs, stay ahead of deadlines, coordinate multiple moving pieces, and bring a calm, solutions-oriented approach to every situation.

Requirements

3+ years of experience as an Executive Assistant, Senior Executive Assistant, or similar role supporting a senior executive.
Exceptional organizational and time-management skills.
Excellent written and verbal communication skills.
Strong attention to detail and follow-through.
Demonstrated ability to manage competing priorities and operate effectively under pressure.
Strong judgment and discretion when handling confidential or sensitive information.
Highly proactive and able to anticipate needs.
Strong problem-solving and decision-making skills.
Ability to work independently and take ownership of responsibilities.
Advanced proficiency with Microsoft Office.
Experience with calendar management, virtual meeting platforms, expense systems, and other business productivity tools.
Professional presence and the ability to interact confidently with executives and external stakeholders.

Nice To Haves

Experience supporting C-suite executives or senior leadership is strongly preferred.

Responsibilities

Manage a complex calendar, including scheduling, prioritization, and coordination of internal and external meetings.
Prepare meetings by organizing agendas, background materials, presentations, and other relevant information.
Manage meeting logistics, including conference rooms, virtual meetings, catering, and other arrangements.
Monitor and follow up on action items and commitments resulting from meetings.
Handle sensitive and confidential information with a high degree of discretion.
Draft, edit, and proofread correspondence, presentations, reports, meeting notes and other communications.
Manage incoming requests and communications, determining appropriate priorities and follow-up.
Ensure important information and deadlines are communicated and tracked effectively.
Track key projects, deadlines, and follow-up items to ensure timely completion.
Conduct research, compile information, and prepare summaries or recommendations.
Maintain organized documents and ensure all relevant items are uploaded to the company SharePoint.
Support the GM in maintaining visibility into key priorities and upcoming commitments.
Organize domestic and international business travel, including flights, hotels, transportation, itineraries, and changes.
Assist with planning and logistics for special events.
Process and track expenses, invoices, and reimbursements.
Facilitate the resolution of issues related to laptops, monitors, phones, and other hardware.