Executive Administrative Assistant

EXECUTIVE ADMINISTRATIVE ASSISTANT

We are seeking a strategic and highly organized Executive Assistant to partner with the Chief Technology Officer. This is not a standard administrative role; it is a partnership designed to function as a force multiplier for the CTO.

The ideal candidate understands that a CTO is mostly self-sufficient regarding technology and strategy but requires a gatekeeper and logistician to eliminate administrative toil. You will be responsible for ensuring the CTO’s time is focused on high-leverage activities by managing the operational rhythm of the office, unraveling complex logistical problems, and acting as a key liaison between the CTO and internal support functions (HR, Finance, Procurement).

• Strategic Calendar Management: Go beyond simple scheduling to manage the CTO’s time as a portfolio, proactively resolve conflicts, ensure buffer time, and align the calendar with the executive’s current strategic priorities.
• Travel & Expense Logistics: Manage end-to-end travel arrangements, ensuring seamless itineraries. Handle complex expense reporting, including unraveling complicated billing issues and ensuring compliance.
• Meeting & Event Orchestration: Organize and facilitate recurring leadership meetings (Staff Meetings, QBRs) and "Meet & Greets" for new hires. Ensure agendas are set, materials are prepped, and follow-ups are tracked.
• Cross-Functional Collaboration: Act as the project lead for administrative initiatives, collaborating with HR, Finance, and Procurement to organize materials for review and move approvals forward on behalf of the CTO.
• Information Flow: Assist in prioritizing the flow of information to the CTO, flagging critical items that require immediate attention while filtering out noise.

• Anticipation & Proactivity: You don't wait to be told what to do. You monitor the calendar for upcoming crunch times, flag potential double-bookings before they happen, and prepare the executive for what’s next.
• Prioritization Instinct: You can quickly learn the CTO’s preferences to distinguish between what is "Critical" (must interrupt), "Important" (schedule soon), and "Unimportant" (defer or delegate).
• Problem Solver: You enjoy untangling knots—whether it’s a messed-up flight itinerary or a confusing procurement—so the CTO doesn't have to.
• Professional Judgment: You maintain high confidentiality and represent the CTO with professionalism when interacting with direct staff, vendors, and other executives.

Position is hybrid, onsite 3 days per week:
Tuesday, Wednesday, Thursday

• 5+ years of experience as an Executive Assistant supporting C-Level or VP-level executives, preferably within a technology or fast-paced enterprise environment.
• Tech Savvy:
  Proficiency with modern productivity suites (Google Workspace, Microsoft 365, Slack/Teams, Concur) and an ability to quickly learn new tools. Eager to embrace and level up using the latest Generative AI tooling.
• Communication:
  Strong verbal and written skills, capable of drafting correspondence on behalf of the executive. Agility:
• Proven capacity to work independently, adapt to changing schedules, and manage multiple competing demands without getting flustered.

Desired

Skills:

High School Diploma plus an Associates Degree preferred