Executive Assistant

Evlo AI; Austin (TX); On-site; USD 65,000 - 90,000; Full time

Job summary

Evlo AI is seeking an experienced Executive Assistant to provide high-trust operational support to senior leaders. You will manage complex calendars across multiple time zones, coordinate travel, and prepare decision-ready materials in a distributed, high-volume environment.

You will partner with finance, people ops, legal, and workplace teams to streamline admin workflows, document playbooks, and implement automation to reduce scheduling friction.

Qualifications

• 3-6 years of experience as an executive assistant, senior administrative partner, or office operations professional.

Responsibilities

• Manage complex calendars across multiple time zones using Google Calendar.
• Coordinate domestic and international travel, itineraries, visas, ground transportation, and expense reconciliation.
• Prepare meeting agendas, briefing documents, presentations, and follow-up trackers.
• Facilitate executive communications by drafting correspondence and maintaining follow-up on action items.
• Plan leadership meetings, offsites, team events, and company-wide operating rhythms.
• Partner with finance, people operations, legal, and workplace teams to manage purchasing, invoices, confidential records, onboarding logistics, and admin workflows.
• Improve administrative processes by documenting playbooks, automating recurring tasks, and introducing systems that increase visibility.

Skills

Calendar management

Communication skills

Discretion

Time management

Cross-functional collaboration

Education

Bachelor’s degree or equivalent practical experience

Tools

Google Workspace

Slack

Zoom

Notion

Job description

About The Role

The Executive Assistant provides high-trust operational support to senior leaders at a fast-growing technology company, managing complex calendars, communications, travel, and cross-functional coordination across engineering, product, and go-to-market teams.

About The Role

The Executive Assistant provides high-trust operational support to senior leaders at a fast-growing technology company, managing complex calendars, communications, travel, and cross-functional coordination across engineering, product, and go-to-market teams.

This role keeps executives focused on strategic priorities by anticipating scheduling conflicts, preparing decision-ready materials, and maintaining reliable administrative systems in a distributed, high-volume environment.

Key Responsibilities

• Manage complex calendars across multiple time zones using Google Calendar, coordinating internal reviews, customer meetings, board activities, and executive priorities
• Coordinate domestic and international travel, itineraries, visas, ground transportation, and expense reconciliation through tools such as Ramp, Navan, or similar platforms
• Prepare meeting agendas, briefing documents, presentations, and follow-up trackers using Google Workspace, Notion, Slack, and project-management tools
• Facilitate executive communications by drafting correspondence, routing decisions, and maintaining clear follow-up on action items and commitments
• Plan leadership meetings, offsites, team events, and company-wide operating rhythms from initial logistics through post-event documentation
• Partner with finance, people operations, legal, and workplace teams to manage purchasing, invoices, confidential records, onboarding logistics, and administrative workflows
• Improve administrative processes by documenting playbooks, automating recurring tasks, and introducing systems that increase visibility and reduce scheduling friction

What We Are Looking For

• 3-6 years of experience as an executive assistant, senior administrative partner, or office operations professional supporting executives in a technology or similarly fast-paced environment
• Demonstrated ability to manage competing priorities, complex calendars, and time-sensitive deliverables with minimal supervision
• Advanced proficiency with Google Workspace, Slack, Zoom, Notion, and calendar, travel, expense, or project-management platforms
• Strong written and verbal communication skills, including the ability to draft concise executive correspondence and produce polished meeting materials
• High discretion and sound judgement when handling confidential business, personnel, financial, and customer information
• Experience working with distributed teams across multiple time zones and coordinating stakeholders at all levels of an organization
• Bachelor’s degree or equivalent practical experience; Bonus: experience supporting C-level executives, coordinating board or investor meetings, managing international travel, or using automation and workflow tools such as Zapier or Make