Executive Administrative Assistant

Operator Search; United States; On-site; USD 55,000 - 82,000; Full time

Job summary

Operator Search is assisting an executive team by placing an Executive Assistant to support leadership and keep the office running smoothly.

You will split time between executive support—managing calendars, travel, and communications for senior leaders—and administrative operations, including office management, vendor coordination, and company events. This role requires strong organizational and communication skills and discretion.

Qualifications

• 2–4 years of experience in executive/administrative support or office management.
• Strong organization, prioritization, and attention to detail.
• Excellent written and verbal communication, professional and proactive.
• Discretion with confidential information.

Responsibilities

• Manage complex, changing calendars and multi-timezone scheduling.
• Coordinate domestic and international travel, itineraries, and expenses.
• Prepare agendas, briefing materials, meeting notes, and follow up on actions.
• Triage inboxes and communications, acting as a polished point of contact for stakeholders.
• Oversee day-to-day office operations, vendor relationships, and events.

Skills

Calendar management

Travel coordination

Communication

Organization

Tools

Google Workspace

Microsoft 365

Slack

Notion

Expensify

Brex

Job description

Our client is hiring an Executive Assistant to keep their leadership team and office running smoothly. You’ll split your time between executive support (calendar, travel, and communications management for senior leaders) and administrative operations (office management, vendor coordination, and company events), working closely with executives and teams across the company.

What You’ll Do

Executive Support

• Manage complex, changing calendars and schedule meetings across time zones.
• Coordinate domestic and international travel, including itineraries, bookings, and expense reports.
• Prepare agendas, briefing materials, and meeting notes, and follow up on action items.
• Triage inboxes and communications, and act as a polished point of contact for internal and external stakeholders.
• Track priorities, deadlines, and projects so nothing falls through the cracks.

Administrative Operations

• Oversee day-to-day office operations, including supplies, facilities, and vendor relationships.
• Plan and run team offsites, all-hands meetings, and company events.
• Process invoices and expenses, and help maintain budgets for office and events.
• Support onboarding logistics for new hires, including equipment, workspace, and accounts.
• Keep company documents, systems, and shared resources organized.

Requirements

• 2–4 years of experience as an executive assistant, administrative assistant, or office manager, or in another fast‑paced support role.
• Strong organization, prioritization, and attention to detail.
• Excellent written and verbal communication, with a professional and proactive approach.
• Discretion with confidential information.

Preferred Qualifications

• Experience supporting C-level or senior executives.
• Proficiency with Google Workspace or Microsoft 365, plus tools such as Slack, Notion, Expensify, or Brex.
• Experience at a startup or high‑growth company.