Executive Assistant

Zuora • Foster City, CA

1d • $51 - $64 • Onsite

About The Position

The Executive Assistant’s mission is to empower a strategic executive to focus exclusively on high-level decision-making and leadership by providing genuine organizational rigor. The EA owns all granular details, communication, and scheduling, ensuring the executive's environment functions as a reliable source of truth through proactive problem-solving and full task ownership.

This role reports to an executive operating at a high strategic altitude. The EA must be energized by ambiguity and take pride in closing loops without being asked twice. The ideal candidate functions as a proxy who reflects the executive's voice and priorities accurately to all stakeholders.

Zuora is looking for an Executive Assistant with the highest level of professionalism to support the Chief Product Officer. The Product Management team strives to make Zuora the best example of a modern-day subscription business and inspire those customers looking to transform and scale their operating model. We guide the corporate strategy by driving focus, cross-functional alignment, and managing our execution framework using processes, systems and data as the best-run business in the Subscription Economy. The team also advocates Zuora's mission and strategy with customers, partners and analysts.

The ideal candidate will have experience in a fast-paced environment, supporting C-level executives. They will be highly collaborative, expertly efficient, technologically advanced, and know how to optimize for results. This role requires someone energized by ambiguity who takes pride in closing loops without being asked twice. The ideal candidate functions as a proxy who reflects the executive's voice and priorities accurately to all stakeholders.

Requirements

• Minimum of 5+ years of C-level administrative experience in a high-tech, SaaS company in a fast-paced, innovative, always-changing environment
• Very strong technical competency, specifically with Google Suite and virtual meeting tools (like Zoom), as well as expense reporting, travel management, and purchasing tools
• Strong oral and written communication skills with the ability to communicate clearly and effectively with senior leaders and external partners at all levels
• The skillful execution of administrative activities, with high attention to detail, organization, and process
• Ability to efficiently and effectively multitask, prioritize incoming requests appropriately, and manage conflicting priorities while remaining adaptable to multiple demands
• Strong relationship management skills with ability to build a personal network throughout the company
• Ability to work independently, self-start, and self-motivate while maintaining a teamwork mentality and working very collaboratively with ability to offer suggestions and process improvements
• A high degree of discretion and strong commitment to confidentiality
• Resourceful: Comfortable making judgment calls and only escalating with actionable items.
• Highly Organized: Natural instinct for rigor and owning ambiguous, detail-heavy problems.
• Direct Communicator: Raises capacity or bandwidth concerns before they impact the executive.
• Trustworthy: Exceptional handling of sensitive details and confidential communications.
• The Independent Resolution Default: Solve problems independently. If a first approach fails, proactively try another rather than waiting passively.
• Minimum Intervention Rule: When a matter requires executive action, do all surrounding work so the executive's step is as small and simple as possible. Present the exact, minimal steps required and proactively schedule necessary time on the calendar to complete them.
• Proactive Anticipation: Success is defined by anticipating needs based on patterns and priorities before they are explicitly requested.
• Source of Truth Reliability: The calendar and documentation must be 100% accurate, allowing the executive to orient themselves independently at any time.

Responsibilities

• Proactively anticipate the needs of the executive and take action accordingly
• Manage complex, high volume, constantly changing day to day priorities and schedules in such a way that the executive is able to prepare for and complete obligations in an organized and efficient way
• Partner with other executive assistants to ensure tight alignment and connectivity across the executive team
• Optimize for scale by proactively identifying ways to improve the current processes and approach
• Establish a good rapport internally and externally with board members, customers, partners, executives, suppliers, and employees while exhibiting the highest level of professionalism, courtesy, and diplomacy, developing trust, maintaining confidence, and protecting operations
• Organize internal and external on-site, virtual, and hybrid meetings across multiple time zones, including event, catering, facilities, and transportation management when needed
• Manage all aspects of executive travel, both international and domestic, ensuring a positive and productive door to door experience
• Manage administrative processes including subscriptions, memberships, external speaking opportunities, procurement, shipping, accounts payable, expense reporting, etc.
• Manage special projects as they arise including presentation preparation, supporting Zuora-wide initiatives, space planning, distribution list management, etc.
• Calendar Stewardship & Strategic Defense: Maintain the calendar as the definitive source of truth; proactively audit against current plans and correct automated booking errors. Act as a strategic gatekeeper by evaluating the importance and urgency of all requests, proactively deciding when to prioritize, reschedule, or deflect meetings based on strategic priorities.
• Context Management: Ensure all meetings have linked pre-reads with sufficient lead time for preparation.
• Inbox Hygiene: Autonomously filter routine notifications and clutter to ensure high-priority messages are visible.
• Alignment: Work in lock-step with the Chief of Staff to maintain a consolidated 2-4 week forward-looking view.
• Travel & Preferences: Master and apply preferences for airlines, seating, and hotels to eliminate the need for executive review.
• Administrative Operations: Maintain accurate, timely expense tracking and documentation management.
• Task Ownership: Own tasks to their full outcome, ensuring all obstacles are resolved independently and exhausting all alternative approaches before escalating or involving the executive.
• Time Protection: Filter requests and exercise judgment on scheduling priorities to protect the executive's capacity.
• Confidentiality: Demonstrate high discretion in sensitive company and personal matters.

Benefits

• Competitive compensation, variable bonus and performance-based reward opportunities, and retirement programs
• Medical, dental, and vision insurance
• Generous, flexible time off, plus paid holidays, wellness days, and a company-wide year-end break
• Paid parental leave (including fully paid leave for eligible ZEOs, subject to local policy)
• Learning & development stipend to support ongoing growth
• Opportunities to volunteer and give back, including charitable donation matching where available
• Mental wellbeing resources and support

What This Job Offers

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