Executive Business Partner

Klaviyo•San Francisco, CA

22h

About The Position

The Executive Business Partner (EBP) provides direct executive support to the CMO and ensures the operational cadence of the Marketing organization is clear, aligned, and prioritized. You will be the trusted owner of the CMO’s time, information flow, and day-to-day operating rhythm — operating at the intersection of a high-visibility C-suite function and a fast-moving go-to-market organization. This means your work carries real stakes: the discretion you exercise, the judgment calls you make, and the quality of the support you deliver directly affect how one of Klaviyo’s most senior leaders shows up. You will build toward proactive partnership by anticipating needs, solving logistical and scheduling challenges independently, and creating structure in ambiguous situations. In this role, you will: Prepare and consolidate materials for key meetings so your leader is well-briefed and able to focus on strategy rather than catching up in real time. Track action items and decisions from leadership meetings, proactively following up with owners to drive completion and reinforce accountability. Coordinate logistics and execution for team events, all-hands meetings, board preparation cycles, and external appearances — including high-visibility moments tied to the CMO’s external presence (e.g., conferences, analyst briefings, earnings-adjacent activities). Serve as the primary point of contact and gatekeeper for the CMO, triaging inbound requests with sound judgment and a deep understanding of their priorities — protecting their time and attention with confidence while maintaining trust with the people who need access. Ensure the day-to-day and week-to-week schedule is logical, manageable, and aligned with the leader's stated priorities. This is not a traditional administrative assistant role — it is a high-impact, visible, and fast-paced position suited for someone who understands that supporting a C-suite leader is a craft. You will earn trust through discretion, follow-through, and judgment, and you will actively develop your executive partnership skills in one of the most dynamic functions at a hyper-growth public company. How you’ll make a difference Strategic impact & meeting excellence Prepare and synthesize pre-reads, decks, and briefing materials so your leader enters key meetings fully prepared — focused on the substance of the discussion, not on getting up to speed. Track action items and decisions from leadership meetings, proactively following up with owners to drive completion and reinforce a culture of accountability. Manage end-to-end logistics (scheduling, agendas, materials, tech, room/virtual setup) for leadership meetings, all-hands, and team events, creating a seamless experience for all participants. Operational ownership & calendar management Manage your leader's calendar with a focus on prioritization and time protection — applying critical thinking to every request, defending focus blocks, and flagging low-value items. Review the upcoming schedule in its entirety, proactively identifying conflicts, optimizing sequencing, and ensuring a sustainable and strategically aligned pace. Execute within an established operating cadence (e.g., staff meetings, MBRs, planning check-ins), ensuring logistics are tight and the leader's time is used well across each recurring forum. Influence, communication & stakeholder management Serve as the primary point of contact and gatekeeper for the CMO, managing inbound requests with professionalism and sound judgment — elevating what warrants the CMO’s attention, handling what doesn’t, and ensuring the people who need access feel respected in the process. Build strong, trust-based relationships with direct reports and key cross-functional partners, becoming a reliable hub for communication and context. Attend selected meetings to capture notes, action items, and risks; provide concise, accurate summaries that keep your leader informed on topics they could not attend directly. Ensure timely and accurate flow of information to and from the leader's office, eliminating bottlenecks and keeping key stakeholders well-informed. Problem-solving & proactive support Look ahead at the immediate future (day/week) to identify potential needs or problems and address them before they become urgent — ensuring a smooth, uninterrupted workflow for your leader. Independently resolve complex scheduling conflicts and logistical challenges, using creativity and persistence to find workable solutions without needing to escalate. Demonstrate sound judgment by handling most situations autonomously while correctly identifying the few issues that genuinely require the leader's awareness or intervention. Tools & technology Demonstrate advanced proficiency in Google Workspace and collaboration tools (e.g., Slack, project management software) to organize information, track tasks, and enable effective collaboration. Show strong curiosity for AI tools, experimenting with them for basic tasks like summarizing notes and drafting communications — increasing personal productivity and freeing time for higher-value work. Use basic data analysis (spreadsheets, dashboards) to track project or operational metrics and provide clear, accessible views that support day-to-day decision-making. Who you are Exceptionally organized and detail-oriented — you manage high volumes of information, logistics, and context without dropping the ball. An excellent communicator — strong written and verbal skills; you convey complex information clearly, tailor your message to the audience, and represent your leader with professionalism. Relationship-driven and highly trustworthy — known for discretion, sound judgment, and the ability to handle sensitive information and dynamics with care. A reliable gatekeeper — you protect your leader's time and attention with confidence, filtering noise without creating friction for the people who need access. Proactive and resourceful — you anticipate needs, flag risks early, and propose solutions rather than waiting to be told what to do. Calm under pressure — you operate effectively in a fast-paced, sometimes ambiguous environment and don't require the leader to manage your stress. Technically curious — advanced in Google Workspace and collaboration tools; actively experimenting with AI to improve your own productivity. Growth-minded — you seek feedback, learn from each planning cycle or event, and are actively building toward the next level of executive partnership. Education and Experience High school diploma or equivalent required; Bachelor's degree preferred. 2+ years of experience in an executive assistant, business partner, project coordination, or similar role supporting senior leaders in a fast-paced environment (high-growth tech/SaaS strongly preferred). Demonstrated experience managing complex calendars, travel, and events, including executive offsites or large team meetings. Track record of building trust with leaders and exercising sound judgment in the handling of sensitive information and competing demands. Physical Requirements Prolonged periods of sitting at a desk and working on a computer. Must be available to support events and meetings outside of standard business hours; C-suite support roles carry predictable high-demand moments including board preparation cycles, executive offsites, major company events, and earnings-adjacent periods. Please note that job responsibilities may change from time to time. Your team lead will be the most up-to-date source for job expectations.

Requirements

High school diploma or equivalent required; Bachelor's degree preferred.
2+ years of experience in an executive assistant, business partner, project coordination, or similar role supporting senior leaders in a fast-paced environment (high-growth tech/SaaS strongly preferred).
Demonstrated experience managing complex calendars, travel, and events, including executive offsites or large team meetings.
Track record of building trust with leaders and exercising sound judgment in the handling of sensitive information and competing demands.
Exceptionally organized and detail-oriented — you manage high volumes of information, logistics, and context without dropping the ball.
An excellent communicator — strong written and verbal skills; you convey complex information clearly, tailor your message to the audience, and represent your leader with professionalism.
Relationship-driven and highly trustworthy — known for discretion, sound judgment, and the ability to handle sensitive information and dynamics with care.
A reliable gatekeeper — you protect your leader's time and attention with confidence, filtering noise without creating friction for the people who need access.
Proactive and resourceful — you anticipate needs, flag risks early, and propose solutions rather than waiting to be told what to do.
Calm under pressure — you operate effectively in a fast-paced, sometimes ambiguous environment and don't require the leader to manage your stress.
Technically curious — advanced in Google Workspace and collaboration tools; actively experimenting with AI to improve your own productivity.
Growth-minded — you seek feedback, learn from each planning cycle or event, and are actively building toward the next level of executive partnership.

Responsibilities

Prepare and consolidate materials for key meetings so your leader is well-briefed and able to focus on strategy rather than catching up in real time.
Track action items and decisions from leadership meetings, proactively following up with owners to drive completion and reinforce accountability.
Coordinate logistics and execution for team events, all-hands meetings, board preparation cycles, and external appearances — including high-visibility moments tied to the CMO’s external presence (e.g., conferences, analyst briefings, earnings-adjacent activities).
Serve as the primary point of contact and gatekeeper for the CMO, triaging inbound requests with sound judgment and a deep understanding of their priorities — protecting their time and attention with confidence while maintaining trust with the people who need access.
Ensure the day-to-day and week-to-week schedule is logical, manageable, and aligned with the leader's stated priorities.
Prepare and synthesize pre-reads, decks, and briefing materials so your leader enters key meetings fully prepared — focused on the substance of the discussion, not on getting up to speed.
Track action items and decisions from leadership meetings, proactively following up with owners to drive completion and reinforce a culture of accountability.
Manage end-to-end logistics (scheduling, agendas, materials, tech, room/virtual setup) for leadership meetings, all-hands, and team events, creating a seamless experience for all participants.
Manage your leader's calendar with a focus on prioritization and time protection — applying critical thinking to every request, defending focus blocks, and flagging low-value items.
Review the upcoming schedule in its entirety, proactively identifying conflicts, optimizing sequencing, and ensuring a sustainable and strategically aligned pace.
Execute within an established operating cadence (e.g., staff meetings, MBRs, planning check-ins), ensuring logistics are tight and the leader's time is used well across each recurring forum.
Serve as the primary point of contact and gatekeeper for the CMO, managing inbound requests with professionalism and sound judgment — elevating what warrants the CMO’s attention, handling what doesn’t, and ensuring the people who need access feel respected in the process.
Build strong, trust-based relationships with direct reports and key cross-functional partners, becoming a reliable hub for communication and context.
Attend selected meetings to capture notes, action items, and risks; provide concise, accurate summaries that keep your leader informed on topics they could not attend directly.
Ensure timely and accurate flow of information to and from the leader's office, eliminating bottlenecks and keeping key stakeholders well-informed.
Look ahead at the immediate future (day/week) to identify potential needs or problems and address them before they become urgent — ensuring a smooth, uninterrupted workflow for your leader.
Independently resolve complex scheduling conflicts and logistical challenges, using creativity and persistence to find workable solutions without needing to escalate.
Demonstrate sound judgment by handling most situations autonomously while correctly identifying the few issues that genuinely require the leader's awareness or intervention.
Demonstrate advanced proficiency in Google Workspace and collaboration tools (e.g., Slack, project management software) to organize information, track tasks, and enable effective collaboration.
Show strong curiosity for AI tools, experimenting with them for basic tasks like summarizing notes and drafting communications — increasing personal productivity and freeing time for higher-value work.
Use basic data analysis (spreadsheets, dashboards) to track project or operational metrics and provide clear, accessible views that support day-to-day decision-making.