Senior Executive Assistant

Rubrik Job Board•Palo Alto, CA

2d•Hybrid

About The Position

The Role Rubrik is looking for a Senior Executive Assistant to serve as a true strategic partner to our Chief Financial Officer. This is not a traditional administrative role. You will be a trusted advisor to the CFO who ensures our finance leadership operates at peak performance across a fast-moving, public-company environment. We’re a high-growth cybersecurity company that moves quickly and thinks big. You’ll thrive here if you bring both the seasoned judgment of a senior EA and the entrepreneurial instinct to find a better way—whether that means adopting a new tool, redesigning a workflow, or anticipating a problem before it surfaces. What You’ll Do Calendar & Time Strategy Architect the CFO’s weekly schedule with intention—protecting deep-work blocks, sequencing high-stakes meetings for optimal energy, and ensuring preparation materials arrive in advance. Manage competing priorities across internal leadership, investor relations, board, and finance operations with sound judgment about what gets the CFO’s time and what doesn’t. Provide calendar management and travel coordination for the CFO's direct reports as needed, ensuring alignment across the finance leadership team. Investor & Board Operations Coordinate end-to-end preparation for Quarterly Earnings cycles and Board of Directors / Audit Committee meetings partnering with Investor Relations, Finance and Legal to ensure all logistics and materials are seamless. Plan and execute multi-city investor meetings and local visits with flawless attention to logistics, timing, and the finance leadership team’s on-the-ground needs. Operational Excellence Own the “zero-error zone”: manage complex expense structures, and ensure every detail is accounted for before it reaches the CFO’s desk. Proactively identify and implement tools and process improvements—including AI and automation—that streamline executive workflows and boost team efficiency. Lead special projects such as global finance team offsites, departmental tool rollouts, and cross-functional initiatives. Stakeholder Management Serve as the CFO’s gatekeeper and gateway—managing access with emotional intelligence so that even when the answer is “not now,” stakeholders feel heard and respected. Navigate sensitive financial conversations and pre-public information with absolute discretion and professionalism. Who You Are A steady hand and a calming influence. You are known for your high emotional intelligence and unflappable nature. In high-pressure situations or fast-moving environments, you remain composed, professional, and solution-oriented, ensuring a low-friction and collaborative experience for everyone you interact with. A seasoned professional with deep executive-support expertise who also brings a builder’s mindset—you don’t just maintain systems, you improve them. Hyper-proactive. You solve problems before the CFO knows they exist. If a flight is delayed, you’ve already rebooked it and shifted the afternoon calendar before the notification hits their phone. Financially fluent. You don’t need to be a CPA, but you understand the rhythm of finance— why Earnings Week is a blackout zone, and how budget planning cycles drive executive attention. Tech-forward and adaptable. You use Slack like a pro, navigate ERP and expense systems with ease, and you’re comfortable leveraging AI and automation tools to work smarter. An anchor during context switches. The CFO might move from a board discussion to a tax audit to a sensitive 1:1 in the span of an hour. You help them transition seamlessly without losing momentum. Discreet and trustworthy. You’ll have access to material non-public information. Your integrity and judgment are non-negotiable.

Requirements

Hybrid Onsite/Remote
8+ years of experience supporting C-Suite executives, ideally in a high-growth technology, SaaS, or cybersecurity environment.
Demonstrated experience in a public-company setting or supporting executives through an IPO or rapid-scale phase.
Expert-level proficiency in G-Suite, Zoom, Slack, and modern travel/expense platforms (e.g., Navan, Concur).
Comfort adopting new technologies, including generative AI and automation tools, to streamline workflows.
Exceptional written and verbal communication skills with the ability to draft executive-quality correspondence.
Proven ability to manage highly confidential information with discretion.

Responsibilities

Architect the CFO’s weekly schedule with intention—protecting deep-work blocks, sequencing high-stakes meetings for optimal energy, and ensuring preparation materials arrive in advance.
Manage competing priorities across internal leadership, investor relations, board, and finance operations with sound judgment about what gets the CFO’s time and what doesn’t.
Provide calendar management and travel coordination for the CFO's direct reports as needed, ensuring alignment across the finance leadership team.
Coordinate end-to-end preparation for Quarterly Earnings cycles and Board of Directors / Audit Committee meetings partnering with Investor Relations, Finance and Legal to ensure all logistics and materials are seamless.
Plan and execute multi-city investor meetings and local visits with flawless attention to logistics, timing, and the finance leadership team’s on-the-ground needs.
Own the “zero-error zone”: manage complex expense structures, and ensure every detail is accounted for before it reaches the CFO’s desk.
Proactively identify and implement tools and process improvements—including AI and automation—that streamline executive workflows and boost team efficiency.
Lead special projects such as global finance team offsites, departmental tool rollouts, and cross-functional initiatives.
Serve as the CFO’s gatekeeper and gateway—managing access with emotional intelligence so that even when the answer is “not now,” stakeholders feel heard and respected.
Navigate sensitive financial conversations and pre-public information with absolute discretion and professionalism.