Sr. Executive Assistant & Project Management Lead

TekWissen•San Francisco, CA

5d•Onsite

About The Position

This role supports key leaders across Business Technology, Accounting Operations, FP&A, and Strategic Program Management. You will drive crucial projects, enable strategic support, and foster a collaborative environment to ensure operational excellence across teams.

Requirements

3-5+ years of experience as an Executive Assistant or Project Manager, ideally in a fast-paced, tech-driven environment.
Proficient with Google Workspace (Google Calendar, Gmail, Google Drive) and experienced in managing complex, multi-time-zone schedules.
Highly organized, attentive to detail, and proactive in anticipating challenges, with a demonstrated ability to prioritize tasks in alignment with organizational goals.
Skilled in planning and executing large events or offsites, balancing efficiency with a strong sense of urgency to meet deadlines.
Able to take initiative, multitask effectively, and manage workload independently while being a collaborative and supportive team member.
Excellent verbal and written communication skills; able to convey information with clarity, maturity, and professionalism, adapting tone to suit the audience and situation while fostering a respectful and positive working environment.
Proven ability to work closely with executive teams, with a professional demeanor and a knack for solving problems before they arise.
Responsive, adaptable, and enthusiastic about helping others, ready to roll up your sleeves as part of an agile, high-energy environment.
Maintains an inbox zero approach, ensuring timely responses and organization by the end of each day.

Nice To Haves

Familiarity with tech tools such as Smartsheet to enhance productivity.
Budgeting and forecasting experience for team events and offsites.
Experience with remote work dynamics and digital collaboration tools.

Responsibilities

Oversee complex, multi-time-zone calendars for Business Technology and Finance leaders, ensuring alignment with strategic priorities for both internal and external engagements.
Act as a gatekeeper, balancing schedules with priorities such as stakeholder relationship building, dedicated work blocks, and personal time.
Be a strategic partner to Business Technology and Finance leadership, proactively anticipating needs, working backward from deadlines, and addressing potential obstacles.
Facilitate coordination across teams, ensuring clear communication and timely completion of key tasks and activities on behalf of leadership.
Coordinate and plan staff meetings, offsites, and special events, including agenda preparation, logistics, communications, and catering arrangements.
Assist in organizing team events, both internal and external, to support recruiting efforts and strategic launches.
Receive and evaluate information requests, determining when to involve executives or redirect to appropriate team members.
Maintain knowledge of organizational changes and key developments by managing org charts, email distribution lists, access to key resources, and other logistics.
Manage special projects across Business Technology, Commercial Finance, FP&A, and Strategic Program Management, gathering, compiling, and analyzing information to support leadership objectives.
Use discretion and judgment in all tasks, proactively identifying solutions to support the organization’s needs.
Develop and manage presentation decks for Town Halls, including creating full content (not just templates).
Design and prepare all decks for Offsites for the Business Technology Leadership Team (BTLT), the Monthly BT Extended Leadership Team meeting, and BT Org, ensuring content aligns with strategic objectives.
Create, distribute, and tag relevant team members for Monthly Business Review (MBR) decks across BT, CF, and FP&A (content development not required).
Schedule and, if necessary, lead dry runs for these events to ensure seamless execution.
Coordinate and send communications from the BTLT to the broader organization and from the Commercial Finance Leadership Team (CFLT) to the CF Org on behalf of the VP of Commercial Finance.
Review and ensure requisitions are in good order, coordinating with managers to obtain additional information as necessary.
Maintain and monitor budgets for all events across Business Technology, FP&A, and Commercial Finance, ensuring fiscal responsibility and alignment with organizational goals.