Senior Executive Assistant

BusPatrol • Austin, TX

3d • Hybrid

About The Position

The Sr. Executive Assistant serves as a trusted partner to executive leadership, providing high-level administrative support to 3-5 senior executives. This role is responsible for managing complex calendars, coordinating travel, facilitating meetings, handling confidential information, and ensuring seamless day-to-day executive operations. The ideal candidate thrives in a fast-paced environment, anticipates needs before they arise, builds strong relationships across the organization, and consistently demonstrates exceptional judgment, professionalism, discretion, and attention to detail. This role will report to the Chief People Officer and be part of the broader Executive Assistant team, partnering closely with fellow Executive Assistants and partners from People, Finance, BizOps, and various senior leaders and cross-functional teams to ensure executive and company-wide meetings, materials, events, and communications are well-organized, timely, and aligned.

Requirements

• 8+ years of progressive Executive Assistant or Administrative Assistant experience supporting VP-level leaders and above
• Demonstrated success supporting a minimum of 3–5 executives simultaneously
• Exceptional organizational, prioritization, and time-management skills
• Strong written and verbal communication skills
• Proficiency with Microsoft Office (Word, Excel, PowerPoint), Outlook, and Microsoft Teams
• Experience with travel and expense platforms such as Ramp, Egencia, and ADP
• Experience using AI tools (e.g., Glean or similar) and automation tools to improve efficiency in scheduling, content drafting, note-taking, or workflow management
• Proven ability to exercise discretion and sound judgment when handling sensitive information
• Track record of operating successfully in fast-paced, dynamic environments
• Proactive growth mindset with a track record of identifying opportunities to streamline processes and reduce manual work
• Executive calendar management
• Travel and logistics coordination
• Meeting and event planning
• Written communication and presentation support
• Organization and attention to detail
• Problem-solving and proactive decision-making
• Stakeholder management and collaboration
• Confidentiality and professionalism
• Adaptability and multitasking

Nice To Haves

• Bachelor’s degree in Human Resources, Business Administration, Communications, or a related field preferred

Responsibilities

• Provide dedicated support to 3–5 senior executives, including C-Suite leaders
• Manage complex calendars, competing priorities, and meeting requests, making thoughtful decisions based on business impact, urgency, and executive preferences
• Proactively identify and resolve scheduling conflicts while ensuring alignment with key business priorities and operating rhythms
• Coordinate meetings across multiple stakeholders, locations, and time zones with a high degree of accuracy and responsiveness
• Ensure meetings are set up for success with clear objectives, appropriate participants, agendas, materials, and logistics prepared in advance
• Anticipate scheduling and support challenges before they arise, proactively identifying solutions and minimizing disruptions to executive productivity
• Coordinate domestic and international travel arrangements, including flights, accommodations, transportation, itineraries, and visa requirements as needed
• Prepare and reconcile expense reimbursements and reports in accordance with company policy
• Ensure executives have all required travel documentation, schedules, and logistics
• Serve as primary executive delegate approver for team requests and approvals in various HR, travel, and expensing platforms
• Coordinate and facilitate executive meetings, leadership sessions, town halls, webinars, offsites, client meetings, team dinners, team activities/community building, and special events as needed
• Prepare agendas, meeting materials, presentations, and briefing documents
• Capture notes, action items, and follow-ups as needed
• Manage logistics including meeting spaces, catering, technology setup, and attendee coordination
• Support onsite office administrative tasks and facilities support as needed
• Draft, edit, and route executive correspondence, presentations, and documents
• Support preparation of reports, presentations, and communications for internal and external audiences
• Handle confidential and sensitive information with professionalism and discretion
• Provide administrative support including inbox monitoring, document management, and ad hoc project coordination
• Develop and maintain standard operating procedures, documentation, and best practices that improve consistency, scalability, and continuous improvement across the Executive Assistant team
• Partner closely with fellow Executive Assistants and the People team to ensure seamless coverage and support
• Serve as a trusted point of contact across departments and stakeholders

Benefits

• Competitive salary and benefits package
• Unlimited PTO
• A purpose-driven career, working to protect children and improve public safety
• The occasion to participate in BusPatrol’s culture of safety, learning, and teamwork
• A team of innovators, committed to leveraging AI and smart technology for social good

What This Job Offers

• Job Type: Full-time
• Career Level: Senior