Senior Executive Assistant

ORION•San Francisco, CA

2d•$92,034 - $138,965•Hybrid

About The Position

The Senior Executive Assistant provides high-level administrative support to multiple leaders, managing scheduling, planning, meetings, and other administrative needs. The role includes coordinating complex calendars and travel, preparing meeting materials, supporting projects and events, managing office and vendor logistics, and serving as a professional point of contact for leaders. The position is anticipated to be hybrid, with at least three days per week on-site at a listed office location. Candidates should live within commuting distance of an office. Work location may change based on business needs.

Requirements

At least three years of experience as an executive assistant or in a comparable administrative support role.
Experience managing complex calendars and email inboxes for multiple executives.
Demonstrated discretion when handling sensitive information.
Strong written, verbal, and listening skills, with comfort interacting with stakeholders at all levels.
Advanced proficiency in Microsoft Word, Excel, PowerPoint, and Outlook.
Ability to manage competing priorities and meet deadlines with urgency.
Ability to work independently and as part of a team, and to build relationships across functions.
Sound judgment and the ability to anticipate needs and resolve issues proactively.
Ability to own and manage stakeholder relationships directly and work effectively with people at all organizational levels.

Nice To Haves

Experience supporting senior- or executive-level leaders.
Experience in financial services or a similarly regulated industry.
Experience with AI, CRM, or scheduling platforms.
Prior experience planning and coordinating event logistics.

Responsibilities

Manage executive calendars, resolve scheduling conflicts, and prioritize events according to business needs.
Coordinate recurring and ad hoc meetings for executives and their teams.
Arrange domestic and international travel, including airfare, hotels, ground transportation, and itineraries.
Register executives for conferences, professional development events, and external engagements.
Maintain contact lists and distribution groups for supported leaders.
Provide administrative support by creating presentations, spreadsheets, and reports, and performing printing, binding, filing, data entry, and mail distribution.
Prepare materials for meetings, client engagements, and business reviews.
Assist with finalizing proposals, summaries, correspondence, and other deliverables for internal and external stakeholders.
Enter and maintain data in relevant systems, such as CRM and scheduling tools.
Maintain organized and current electronic and physical files.
Coordinate client and employee recognition gestures, such as cards, gifts, and flowers.
Support special projects and cross-functional initiatives.
Plan and coordinate team meetings, all-hands sessions, team-building events, and offsites.
Manage logistics for in-person and virtual meetings, including accommodations, participant coordination, and catering.
Support preparation and coordination of board-level or committee meetings when applicable.
Monitor and order office and kitchen supplies and other consumables, and help maintain common areas.
Manage vendor relationships and expenses, including shipping carriers, office equipment providers, facilities services, and catering.
Evaluate vendor relationships and costs periodically and recommend or onboard new vendors when appropriate.
Coordinate with building facilities management and external service providers to maintain standards and support local office needs.
Handle inbound calls, emails, and inquiries on behalf of supported leaders, including triage, responses, and follow-up.
Draft, proofread, and send correspondence on behalf of supported leaders as directed.
Build and maintain positive relationships with internal stakeholders, external partners, and clients at all organizational levels.