Executive Assistant

Sage City; San Jose (CA); Hybrid; USD 128,943,000 - 149,001,000; Full time

Benefits offered by this job

Annual bonuses

Health, dental, and vision coverage

401(k) match

PTO & holidays

Parental leave

Travel program

Job summary

Sage is seeking an Executive Assistant to provide high-level support to three VP-level Product & Engineering leaders in a hybrid San Jose setting. You’ll anticipate needs, manage complex calendars, coordinate meetings and travel, and maintain trusted relationships across teams to keep priorities moving.

You’ll bring discretion, adaptability, and a proactive approach to navigating global software priorities, with strong judgment and independence.

Qualifications

• At least 4 years of executive assistant experience supporting 2–3 senior executives in a global tech company.
• Strong calendar management, prioritization, and scheduling judgment.
• Excellent written and verbal communication with senior leaders and cross-functional stakeholders.
• Experience coordinating meetings, travel, expenses, executive materials, team events, offsites, or customer-facing engagements.
• Proficient with MS Office and AI tools such as ChatGPT or Copilot.

Responsibilities

• Manage complex calendars for 3 VP-level Product & Engineering Executives, prioritizing requests and protecting时间 for high-priority work.
• Coordinate internal and external meetings with agendas, materials, logistics, follow-ups, and action items.
• Plan domestic and international travel itineraries, logistics, and expense reporting.
• Draft and manage executive communications, ensuring clarity and timeliness for the audience.
• Track action items and support leadership meetings, offsites, and executive engagements.

Skills

Executive support

Calendar management

Cross-functional coordination

Communication

Travel planning

Tools

Microsoft Outlook

Microsoft Teams

PowerPoint

Excel

ChatGPT

Microsoft Copilot

Job description

Job Description We're looking for an Executive Assistant to provide high-level dedicated support to three VP-level Product & Engineering leaders. As a trusted business partner, you’ll play an important role in helping them stay organized, prepared, and focused on their priorities. You’ll anticipate needs, proactively manage complex calendars, resolve competing demands, and build strong relationships across teams to keep things moving.You’ll bring sound judgment, discretion, adaptability, and a proactive approach to navigating shifting priorities in a global software business. You’ll also bring structure to shifting priorities, coordinate across multiple time zones, and take initiative to resolve challenges before they become obstacles. Your ability to think ahead, learn quickly, and operate independently will be essential to helping these leaders work effectively.Location Requirement: Hybrid - 3 days per week from our San Jose office (Riverpark Towers - 300 Park Avenue)Who is Sage and Why Join?Sage helps small to medium-sized businesses to succeed with AI-powered Accounting, Finance, Payroll & HR software. Knowing that over 6 million of our global customers depend on our solutions, motivates us to keep innovating so they keep growing with confidence.• Use your executive support skills in a role where proactive planning, trusted relationships, strong judgment, and operational follow-through are highly valued.• Join a large collaborative global community of Executive Assistants at Sage, where peer support, shared best practices, and helping each other succeed are part of how the team works.• Grow your career within a stable, global SaaS company guided by our mantra “we do the right thing” and values: Human, Bold, Trust, and Simplify, all employees are benefited with 40 paid volunteer hours per year to give back to our local communities• Competitive salaries + annual bonuses and comprehensive benefitsMinimum Qualifications• At least 4 years of demonstrated Executive Assistant experience supporting 2-3 senior executives at the same time, VP, SVP or EVP leaders within a global tech company.• Experience providing high-level supporting to executives at the same time, with strong calendar management, prioritization, and scheduling judgment.• Strong organization, time management, attention to detail, and follow-through across competing priorities.• Excellent written and verbal communication skills, with the ability to work confidently and professionally with senior leaders and cross-functional stakeholders.• Experience coordinating meetings, travel, expenses, executive materials, team events, offsites, or customer-facing engagements.• Strong working knowledge of Microsoft Outlook, Teams, PowerPoint, Excel, travel and expense tools, meeting management tools, and AI tools such as ChatGPT, Microsoft Copilot or similar.• Ability to flex working hours occasionally to support leaders, meetings, travel, and business priorities across U.S. time zones.• Ability to build relationships quickly, anticipate needs, solve problems, and bring a calm, service-oriented approach to executive support.• High level of discretion, professionalism, adaptability, and sound judgment when handling sensitive information and shifting priorities.• Ability to travel once per quarter to provide support at team offsites.Key Responsibilities • Manage complex calendars for 3 VP-level Product & Engineering Executives, including prioritizing meeting requests, resolving scheduling conflicts, and protecting time for the highest-priority work.• Coordinate internal and external meetings, including agendas, materials, logistics, follow-ups, and action items.• Plan and coordinate domestic and international travel, including itineraries, logistics, expense reporting, and last-minute changes when needed.• Draft and manage executive communications, ensuring messages are clear, timely, and appropriate for the audience.• Track action items, follow-up requests, and key administrative details to help leaders stay organized and prepared.• Support leadership meetings, offsites, team events, customer meetings, and executive-level engagements.• Manage expenses, purchase orders, documentation, trackers, and administrative processes with accuracy and attention to detail.• Serve as a trusted point of contact across stakeholders, helping route requests, answer questions, and keep communication moving.• Use technology and AI tools to improve organization, automate routine administrative tasks where appropriate, and increase executive support efficiency.• Continuously look for ways to improve executive support processes, communication flow, and team organization.Benefits? We have plenty.• Competitive annual bonuses• Comprehensive health, dental, and vision coverage• 401(k) retirement match (100% matching up to 4%)• 32 days paid time off (22 personal days & 10 national holidays)• 18 weeks of paid parental leave (offered 1 year after the start date)• Work Away Program: Opportunity to work & play for 10 weeks from another country (Sage-approved list)• Sage Foundation: 5 days paid yearly to volunteer• $5,250 tuition reimbursement per calendar year starting 6 months after the hire date• Sage Wellness Rewards Program ($600 wellness credit and $360 fitness reimbursement annually)Compensation offered will be determined by factors such as location, level, job-related knowledge, and experience. For this role, in the location listed, the target salary range for new hires is $45.00 to $52.00 per hour. In addition to base salary, employees will participate in a bonus plan (10%) based on company and individual performance.#LI-CH1