Job Title: Executive Assistant

Position Overview

This role provides high-level executive and project management support to senior leaders across Business Technology, Accounting Operations, Financial Planning & Analysis (FP&A), and Strategic Program Management. The Senior Executive Assistant & Project Management Lead drives critical initiatives, enables strategic execution, and fosters a collaborative environment to ensure operational excellence across multiple teams.

Key Responsibilities

1. Calendar and Time Management

• Manage 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 trusted gatekeeper, balancing leadership schedules with competing priorities such as stakeholder engagement, focused work time, and personal commitments.

2. Executive Support and Gatekeeping

• Serve as a strategic partner to Business Technology and Finance leadership by proactively anticipating needs, working backward from deadlines, and identifying potential obstacles.

• Facilitate coordination across teams, ensuring clear communication and timely completion of leadership-driven initiatives.

3. Meeting and Event Coordination

• Plan and coordinate staff meetings, offsites, and special events, including agenda development, logistics, communications, and catering.

• Support internal and external team events tied to recruiting efforts, leadership engagement, and strategic launches.

4. Information Management and Communication

• Triage and evaluate incoming requests, determining when executive involvement is required or when matters can be redirected to appropriate team members.

• Maintain awareness of organizational changes by managing org charts, email distribution lists, access to key resources, and related administrative logistics.

5. Project Management

• Manage special projects across Business Technology, Commercial Finance, FP&A, and Strategic Program Management by gathering, compiling, and analyzing information to support leadership objectives.

• Exercise discretion and sound judgment while proactively identifying solutions to meet organizational needs.

6. Content Creation & Executive Communications

• Create and manage presentation decks for Town Halls, including full content development.

• Design and prepare decks for leadership offsites and monthly leadership meetings, ensuring alignment with strategic goals.

• Coordinate Monthly Business Review (MBR) decks across Business Technology, Commercial Finance, and FP&A, including distribution and tagging stakeholders (content creation not required).

• Schedule and, when necessary, facilitate dry runs to ensure polished and effective delivery.

• Draft and distribute communications on behalf of Business Technology and Commercial Finance leadership teams to the broader organization.

7. Additional Administrative & Financial Support

• Review requisitions for accuracy and completeness, partnering with managers to obtain required approvals or additional information.

• Track, manage, and monitor budgets for events across Business Technology, FP&A, and Commercial Finance, ensuring fiscal responsibility and alignment with organizational objectives.

Qualifications

• 3–5+ years of experience as an Executive Assistant, Project Manager, or in a hybrid role supporting senior leadership.

• Strong proficiency with Google Workspace (Google Calendar, Gmail, Google Drive) and experience managing complex, multi-time-zone schedules.

• Exceptional organizational and time management skills with strong attention to detail and the ability to anticipate challenges.

• Proven experience planning and executing large meetings, offsites, or events in fast-paced environments.

• Ability to work independently, take initiative, and manage multiple priorities while remaining highly collaborative.

• Excellent written and verbal communication skills, with the ability to tailor messaging to various audiences with professionalism and clarity.

• Demonstrated experience supporting executive teams and proactively resolving issues.

• Adaptable, responsive, and comfortable working in an agile, high-energy environment.

• Strong inbox and task management practices, ensuring timely follow-up and organization.

• Bachelor’s degree preferred; equivalent experience will be considered.

Benefit offerings include medical, dental, vision, life insurance, short-term disability, additional voluntary benefits, EAP program, commuter benefits and 401K plan. Our program provides employees the flexibility to choose the type of coverage that meets their individual needs. Available paid leave may include Paid Sick Leave, where required by law; any other paid leave required by Federal, State, or local law; and Holiday pay upon meeting eligibility criteria.

Benefit offerings available for our associates include medical, dental, vision, life insurance, short-term disability, additional voluntary benefits, EAP program, commuter benefits and a 401K plan. Our benefit offerings provide employees the flexibility to choose the type of coverage that meets their individual needs. In addition, our associates may be eligible for paid leave including Paid Sick Leave or any other paid leave required by Federal, State, or local law, as well as Holiday pay where applicable.

Equal Opportunity Employer/Veterans/Disabled

Military connected talent encouraged to apply

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The Company will consider qualified applicants with arrest and conviction records in accordance with federal, state, and local laws and/or security clearance requirements, including, as applicable:

• The California Fair Chance Act
• Los Angeles City Fair Chance Ordinance
• Los Angeles County Fair Chance Ordinance for Employers
• San Francisco Fair Chance Ordinance

Massachusetts Candidates Only: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.