Executive Assistant

Aurora•Mountain View, CA

2d•$87,000 - $172,000•Hybrid

About The Position

Aurora is seeking an Executive Assistant to manage complex, dynamic calendars, prioritize commitments, and oversee end-to-end travel for executives. This role involves driving meeting efficiency by gathering agenda topics, participating in leadership meetings, and recording key decisions. The Executive Assistant will ensure thorough follow-through on action items, prepare communications and materials, and optimize candidate scheduling. Additionally, the role includes managing expenses, coordinating events and logistics, providing guest hospitality, supporting onboarding, and serving as a strategic liaison. The ideal candidate will navigate ambiguity, anticipate needs, uphold confidentiality, drive process improvements, lead special initiatives, and foster a positive company culture.

Requirements

Proven track record of managing complex executive calendars across multiple time zones.
Exceptional verbal and written communication skills with the ability to interface confidently with executives and external partners.
High precision in document preparation, meeting logistics, and task tracking.
Quick learner with expertise in modern productivity tools (e.g., Google Workspace, Slack, spreadsheet analysis, slide decks).
Creative problem-solver and proactive self-starter who thrives in high-autonomy environments.
Ability to remain calm, collaborative, and decisive under tight deadlines or high-stress situations.
Strong business acumen, active foresight, and sound decision-making abilities.
Exemplary professionalism, executive presence, and utmost discretion when handling sensitive or confidential information.
Highly resourceful team player who operates effectively both independently and as part of a distributed team.
Demonstrated experience coordinating cross-functional projects and offsite events.
Willingness to provide occasional off-hours support as urgent business needs arise.
Willingness to travel occasionally for company offsites or team gatherings.

Responsibilities

Manage complex, dynamic calendars: Plan, coordinate, and safeguard executive schedules, striking the ideal balance between "gatekeeper" and "gateway."
Prioritize commitments: Exercise sound judgment to optimize leaders' time across competing internal and external demands.
Oversee end-to-end travel: Book and manage flights, lodging, and ground transportation; handle last-minute adjustments seamlessly while ensuring compliance with corporate travel policy.
Drive meeting efficiency: Gather agenda topics, participate in leadership-level meetings, and record concise, high-level notes that synthesize key decisions and drive clear task ownership.
Ensure thorough follow-through: Proactively take ownership of post-meeting action items and follow up with cross-functional teams with minimal direction.
Prepare communications and materials: Assist with the development of presentation decks, internal documentation, and executive communications.
Optimize candidate scheduling: Assess necessity, urgency, and interview frequency when coordinating candidate meetings with leaders.
Manage expenses: Prepare and submit executive expense reports; review and approve team expenses to ensure alignment with company policy.
Coordinate events and logistics: Plan and execute team offsites, onsites, and special events.
Provide guest hospitality: Warmly greet and accommodate visitors with a professional and welcoming demeanor.
Support onboarding: Assist with the smooth onboarding of new hires reporting directly to executives.
Serve as a strategic liaison: Act as a trusted partner, facilitator, and central point of contact for leaders, their teams, and the broader organization.
Navigate ambiguity and anticipate needs: Proactively identify team priorities, stay ahead of shifting schedules, and adapt swiftly in a fast-paced environment.
Uphold confidentiality and transparency: Handle sensitive information with utmost discretion while fostering an open, collaborative culture.
Drive process improvements: Identify inefficiencies and introduce new operational workflows when appropriate.
Lead special initiatives: Drive or support key projects for executive leaders and the broader Administration (EA) Department.
Foster culture: Champion team-building initiatives, boost morale, and exemplify core company values.