Executive Assistant (Marketing)

Navan•Palo Alto, CA

4h•$28 - $63•Hybrid

About The Position

We are seeking a high-caliber, experienced Executive Assistant to act as a strategic partner to our Chief Marketing Officer (CMO). Reporting directly to the CMO, you will be the backbone of our Marketing organization, ensuring our executive leadership functions at peak efficiency. This is not a passive, gatekeeping role. We need a high-energy, exceptionally organized "doer" who thrives in a fast-paced environment and possesses a relentless drive to execute. You are someone who anticipates needs before they arise, brings order to chaos, and takes immense pride in flawless execution and a sharp attention to detail. If you are a tech-forward administrative professional who moves fast, communicates clearly, and wants to actively shape our team culture, we want you on board.

Requirements

4–7+ years of experience as an Executive Assistant, Operations Coordinator, or similar role, preferably in a fast-growing environment.
Exceptional written and verbal communication skills; ability to interface confidently with internal leadership and external partners.
Master-level proficiency with Google Workspace (Gmail, Calendar, Drive, Slides, Sheets) and Slack.
Proven track record of managing event logistics, offsites, and basic budget/expense tracking with high accuracy.
Valid driver’s license or reliable transportation for seamless travel between SF and Palo Alto offices.
Valid passport for international travel when needed.
Hyper-Organized with Elite Attention to Detail: You don’t just manage a to-do list; you master it. You have a passion for structure, an eye for the smallest details, and a standard of excellence where nothing slips through the cracks.
Driven & Highly Responsive: You move with a sense of urgency. You are quick on your feet, highly responsive over Slack and email (sometimes text), and motivated by a fast-paced environment.
A Culture Champion: You possess high emotional intelligence (EQ) and positive energy. You care about team dynamics and actively work to build a welcoming, inclusive, and vibrant workplace culture.
Tech-Forward & Adaptable: You are a power user of Google Workspace and Slack, and you actively embrace AI tools and modern software to make workflows faster and smarter.
Proactive Problem Solver: You don't wait for direction when a challenge arises. You troubleshoot independently, present solutions rather than just problems, and maintain strict confidentiality at all times.
Local & Mobile: You are based in the Bay Area, able to work reliably out of our San Francisco office, and flexible enough to travel to Palo Alto as needed for key meetings. Also able to travel for offsites or other events when needed.

Responsibilities

Seamlessly manage complex, rapidly shifting calendars for the CMO (with fluidity to help others on her team). Prioritize critical meetings, resolve conflicts proactively, and ensure daily schedules are optimized and organized for maximum productivity.
Serve as the strategic first line of defense for executive communications. Monitor inboxes, flag urgent matters, draft high-quality responses, and ensure no critical thread goes unanswered.
Ensure executives are meticulously prepared for every engagement. Gather briefing materials, track external follow-ups, and ensure leadership has the exact context needed ahead of time.
Take full ownership of the planning and execution of all marketing offsites, company culture events, and major team gatherings. Own everything from venue sourcing and contract negotiation to logistics, catering (specifically optimizing Monday/start-of-week setups), and seamless on-site coordination.
Provide high-touch logistical support for internal team offsites, strategic planning sessions, and both complex virtual and high-stakes in-person meetings.
Proactively own and manage high-value external communication flows. Act as the primary interface for external partners and vendors, ensuring hyper-responsive, professional communication.
Fast-track team execution by routing vendor contracts, statements of work (SOWs), and invoices through internal legal and finance approval channels with sharp attention to detail.
Maintain flawless oversight of inventory levels for marketing collateral, event banners, and promotional merchandise; proactively initiate reorders before stocks run low.
Coordinate the precision inbound and outbound logistics of event materials and swag to various field locations, ensuring guaranteed on-time delivery and tight return tracking.
Act as a cultural pillar for the organization, helping to drive engagement, celebrate wins, and maintain a high-performing, connected team environment.