Executive Assistant

Red Oak; Austin (TX); Hybrid; USD 85,000 - 140,000; Full time

Benefits offered by this job

Equity Appreciation Rights — share in

Comprehensive health coverage: medical

401(k) with 3% employer match

20 days PTO annually, plus birthday +

Enhanced family leave

Life insurance

Job summary

Red Oak in Austin seeks an Executive Assistant to the CEO. You'll manage the CEO's calendar across time zones, coordinate travel, and prepare board materials with discretion and judgment.

This role requires autonomous work, data-savvy analysis from Monday, HubSpot, Salesforce, Gong, and Claude, and the ability to protect confidential information while driving follow-through. You'll be trusted to represent the CEO, coordinate events, and help turn strategic initiatives into action in a

Qualifications

• 3+ years supporting C-level executives in high-growth SaaS or private-equity-backed environments.
• Financial and data literacy; able to produce analyses and board-ready materials with minimal supervision.
• Working fluency with CRM and operations systems (HubSpot, Salesforce, Monday, Gong) and the ability to learn financial systems quickly.
• AI fluency in daily workflow; hands-on use of generative AI (Claude) for drafting, analysis, and workflow automation.
• Impeccable discretion and a track record handling confidential, market-sensitive information.
• Exceptional organization and written communication; ability to represent the CEO to internal/external stakeholders.
• Preferred: experience assembling board materials or supporting a founder/CEO through a high-growth phase.

Responsibilities

• Manage the CEO's complex calendar across multiple time zones with scheduling and conflict resolution.
• Coordinate all travel logistics from Austin, including flights, accommodations, and ground transportation.
• Plan and execute team events, client dinners, and other events with seamless logistics and brand alignment.
• Track and close meeting action items, driving accountability across departments.
• Prepare and maintain board-level materials and coordinate board meeting logistics with the executive team.
• Investigate metrics using Monday, HubSpot, Salesforce, Gong, and other core systems with analysis.
• Conduct financial analysis and compile data reports to support strategic initiatives.
• Operate AI tools daily to automate reporting and surface insights; build lightweight AI workflows.
• Represent the CEO's voice in meetings when unavailable, conveying decisions with discretion.
• Provide personal admin support to the CEO as needed with same discretion.

Skills

C-level support

Financial & data literacy

CRM mastery

AI proficiency

Discretion

Written communication

Board materials preparation

Tools

HubSpot

Salesforce

Monday

Gong

Claude

Job description

About Red Oak

Red Oak is the purpose-built compliance and distribution platform trusted by the biggest names in financial services. More than half of the top 20 global asset managers are Red Oak clients — including BlackRock, Vanguard, PIMCO, and Morgan Stanley.

Over 15 years we've grown into the sole-source integrated compliance platform in our space, scaling to roughly $45M in ARR at about 60% year-over-year growth. We've earned a spot on the Inc. 5000 seven years running and the RegTech100 six years in a row.

Why This Role Matters

Red Oak's CEO operates in a demanding, high-velocity environment — extensive travel, multi-time-zone coordination, client engagement, and cross-functional leadership across a roughly 200-person organization. This role exists to protect and multiply that time: ensuring commitments are tracked and executed, board-ready materials land on schedule, and the metrics and action items that surface in meetings get the follow-through they need.

The Executive Assistant is an extension of the CEO's presence and voice, driving continuity and accountability across the business. It's a highly autonomous seat that rewards judgment, initiative, and discretion — and it's a proven launchpad: the person previously in this role was promoted into a Business Operations position.

High autonomy. High trust. A real path forward.

What Success Looks Like

• The CEO's time is demonstrably maximized — less spent on logistics, calendar conflicts, and follow-up tracking, more on strategy, clients, and decisions.

• 95%+ of tracked action items and commitments closed by their due date, with zero commitments dropped.

• Data and metrics requested in meetings are investigated, validated at the source system, and delivered within 24–48 business hours.

• Board and executive materials arrive on schedule and review-ready, with minimal rework required from the CEO or Finance.

• Travel, events, and scheduling run seamlessly; last-minute changes are absorbed proactively and the calendar reflects protected, strategic time.

The Role

You'll be the force multiplier behind the CEO — operating across Red Oak's full technology stack, moving fluidly between calendar, logistics, board materials, and data investigation, and exercising independent judgment across competing priorities. This is execution at a high bar, with the trust and autonomy to match.

Responsibilities

• Manage the CEO's complex calendar across multiple time zones — scheduling, conflict resolution, meeting prep, and proactive coordination with internal and external stakeholders

• Coordinate all travel logistics from Austin — flights, accommodations, ground transportation, itineraries, and real-time adjustments as business needs shift

• Plan and execute team events, client dinners, and other business events with seamless logistics aligned to Red Oak's brand and client experience

• Track, follow up on, and close meeting action items and commitments made by the CEO, driving accountability across departments

• Prepare and maintain board-level and executive materials — including board deck assembly, data gathering, and iteration with the CEO and Finance — and coordinate board meeting logistics and correspondence with the executive team

• Investigate metrics, statistics, and data that surface in meetings using Red Oak's core systems — Monday, HubSpot, Salesforce, Gong, and Rillet — and provide supporting analysis and drill-downs

• Conduct financial analysis and compile data reports to support the CEO's strategic initiatives and leadership discussions

• Operate and extend AI tools daily — Claude is Red Oak's primary AI platform — to automate recurring reporting, surface insights, flag calendar and action-item trends, and accelerate access to data. You'll build and maintain lightweight AI-assisted workflows, not duplicate them by hand

• Represent the CEO's voice and authority in meetings when the CEO is unavailable, conveying decisions and follow-ups with discretion and clarity

• Provide personal administrative support to the CEO as needed — including personal scheduling, travel, and errands — handled with the same discretion and reliability as business tasks

What You'll Bring

• 3+ years supporting C-level executives, ideally in high-growth SaaS or private-equity-backed environments

• Financial and data literacy — able to produce accurate analyses and board-ready materials with minimal supervision

• Working fluency with CRM and operations systems (e.g., HubSpot, Salesforce, Monday, Gong) and the aptitude to learn financial systems quickly

• AI fluency in your daily workflow: hands‑on use of generative AI (Claude preferred) for drafting, analysis, and workflow automation. This is table stakes here, and you'll be screened on practical proficiency

• Impeccable discretion and a track record of handling confidential, market-sensitive information

• Exceptional organization and written communication; comfortable representing the CEO to internal and external stakeholders

• Preferred: experience assembling board materials or supporting a founder/CEO through a high-growth phase

Benefits

• Equity Appreciation Rights — share in what we're building

• Comprehensive health coverage: medical, dental, and vision

• 401(k) with 3% employer match

• 20 days PTO annually, plus your birthday off and paid sick leave

• Enhanced family leave

• Life insurance

How We Work

We move fast, we own our outcomes, and we don't hide behind process. You'll have real autonomy and the trust that comes with it — and you'll be expected to use both. Direct communication, high standards, and discretion are the baseline.

Work Structure

Based at Red Oak's Austin HQ, hybrid with Tuesday–Thursday in-office. Reports directly to the CEO.