Senior Executive Assistant

BusPatrol • Austin, TX

5d • Remote

About The Position

The Senior Executive Assistant serves as a trusted partner to executive leadership, providing high-level administrative support to 3–5 senior executives, including C-suite leaders. The role manages complex calendars, coordinates travel, facilitates meetings, handles confidential information, and supports smooth day-to-day executive operations. The successful candidate anticipates needs, builds strong organizational relationships, and demonstrates sound judgment, professionalism, discretion, and attention to detail.

The position reports to the Chief People Officer and is part of the broader Executive Assistant team. It partners with fellow Executive Assistants and teams across People, Finance, BizOps, and other functions to keep executive and company-wide meetings, materials, events, and communications organized, timely, and aligned.

The role is based in Austin, Texas. It is remote initially, with onsite work anticipated 2–4 days per week beginning in 2027 based on business needs and finalized policy; another section of the posting says 2026. The schedule is primarily Monday through Friday, 9 a.m.–5 p.m. Eastern/Central business hours, with flexibility needed to support executive travel, events, and time-zone differences. Travel is limited and may be needed for select offsites, office visits, or executive programs and initiatives. There are no direct reports, though the role may provide informal guidance to coordinators, interns, or cross-functional partners.

BusPatrol describes itself as a mission-driven technology company focused on school bus safety, using AI, machine learning, and telematics to help protect students and improve public safety. It offers a competitive salary and benefits package, unlimited PTO, and a purpose-driven opportunity to contribute to its safety mission.

Requirements

• At least 8 years of progressive Executive Assistant or Administrative Assistant experience supporting VP-level leaders and above.
• Demonstrated success supporting at least 3–5 executives simultaneously.
• Exceptional organizational, prioritization, and time-management skills.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Office (Word, Excel, and PowerPoint), Outlook, and Microsoft Teams.
• Experience with travel and expense platforms such as Ramp, Egencia, and ADP.
• Experience using AI tools (such as Glean or similar) and automation tools to improve efficiency in scheduling, content drafting, note-taking, or workflow management.
• Ability to exercise discretion and sound judgment when handling sensitive information.
• Track record of operating successfully in fast-paced, dynamic environments.
• Proactive growth mindset and track record of identifying opportunities to streamline processes and reduce manual work.
• Availability for a primarily Monday–Friday, 9 a.m.–5 p.m. Eastern/Central business-hours schedule, with flexibility to support executive travel, events, and time-zone differences.
• Willingness to travel as needed for select team offsites, office visits, or key executive programs and initiatives.

Nice To Haves

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

Responsibilities

• Provide dedicated administrative support to 3–5 senior executives, including C-suite leaders.
• Manage complex calendars, competing priorities, and meeting requests, using business impact, urgency, and executive preferences to guide decisions.
• Identify and resolve scheduling conflicts, coordinate meetings across stakeholders, locations, and time zones, and prepare objectives, participants, agendas, materials, and logistics in advance.
• Anticipate scheduling and support challenges and proactively minimize disruptions to executive productivity.
• Arrange domestic and international travel, 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 required travel documentation, schedules, and logistics.
• Serve as primary executive delegate approver for team requests and approvals in HR, travel, and expense platforms.
• Coordinate and facilitate executive meetings, leadership sessions, town halls, webinars, offsites, client meetings, team dinners, team activities, and special events as needed.
• Prepare agendas, meeting materials, presentations, and briefing documents; capture notes, action items, and follow-ups as needed.
• Manage 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 reports, presentations, and communications for internal and external audiences.
• Handle confidential and sensitive information professionally and discreetly.
• Provide administrative support including inbox monitoring, document management, and ad hoc project coordination.
• Develop and maintain standard operating procedures, documentation, and best practices to improve consistency, scalability, and continuous improvement across the Executive Assistant team.
• Partner 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
• Purpose-driven career focused on protecting children and improving public safety
• Opportunity to participate in a culture of safety, learning, and teamwork

What This Job Offers

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