Senior Executive Assistant

Orion•San Francisco, CA

4d•Hybrid

About The Position

As a Senior Executive Assistant, you will be responsible for providing high-level administrative support to multiple leaders. This person will manage and ensure the effectiveness of the company’s administrative tasks and issues such as scheduling, planning, and facilitating office meetings and other administrative actions. As we continue to evolve and live our Orion values, we are looking for someone to grow with us. It is anticipated that an incumbent in this role will work as a Hybrid employee, with three (3) or more days each week required on-site at one of the listed office locations. Candidates should be located within a commutable distance to an office. Internal candidates currently aligned to an Orion office location may be given preference; however, internal candidates with varying work arrangements may be considered based on experience and business needs. Work location is subject to change based on business needs.

Requirements

Has a minimum of three (3) years of experience as an executive assistant or in a comparable administrative support role as required.
Has experience managing complex, multi-executive calendars and email inboxes.
Demonstrates high discretion in handling sensitive information.
Has strong written, verbal, and listening skills; comfortable interacting with stakeholders at all levels.
Has advanced proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook); AI, experience with CRM or scheduling platforms a plus.
Can manage competing priorities and meet deadlines with a sense of urgency.
Works effectively both independently and as part of a team; builds relationships across functions.
Has prior experience planning and coordinating event logistics.
Exercises sound judgment to anticipate needs and resolve issues proactively.

Nice To Haves

Has experience supporting senior or executive-level leaders preferred.
Has experience within financial services or a similarly regulated industry preferred.

Responsibilities

Manage and maintain executive calendar(s), resolve scheduling conflicts, and prioritize calendar events to align with business needs.
Coordinate and schedule recurring and ad hoc meetings (weekly, monthly, quarterly) for the executive(s) and their team.
Arrange complex domestic and international travel including airfare, hotel, ground transportation, and itinerary preparation.
Register executive(s) for conferences, professional development events, or external engagements.
Maintain up-to-date contact lists and distribution groups for supported leaders.
Provide broad administrative support including creating presentations, spreadsheets, and reports; printing, binding, filing, data entry, and mail distribution.
Support leaders and teams in preparing materials for key meetings, client engagements, or business reviews.
Assist with finalizing deliverables for internal or external stakeholders, including proposals, summaries, and correspondence.
Input and maintain data in relevant systems (e.g., CRM, scheduling tools) as directed.
Maintain organized electronic and physical files for supported leader(s) and team; ensure records are current and easily retrievable.
Coordinate client and employee recognition gestures (cards, gifts, flowers) as directed by supported leader(s).
Provide support for special projects and cross-functional initiatives as assigned.
Plan and coordinate ongoing team meetings, all-hands sessions, team-building events, and offsites.
Manage logistics for in-person and virtual meetings including booking accommodations, coordinating participants, and arranging catering as needed.
Support preparation for and coordination of board-level or committee meetings as applicable to the supported function.
Monitor and order office supplies, kitchen supplies, and other consumables; ensure common areas are well-maintained.
Manage relationships and expenses with vendors including shipping carriers, office equipment providers, facilities services, and catering.
Periodically evaluate vendor relationships and costs; recommend and onboard new vendors when warranted.
Serve as a point of contact with building facilities management and external service providers to ensure proper standards are maintained.
Coordinate with facilities management to support the needs of the local office.
Serve as a professional point of contact for inbound calls, emails, and inquiries on behalf of supported leader(s); triage, respond, and follow up as appropriate.
Draft, proofread, and send correspondence on behalf of supported leader(s) as directed.
Build and maintain positive relationships with internal stakeholders, external partners, and clients at all organizational levels.