Executive Assistant – Global CSO

Jobtailor; Santa Clara (CA); On-site; USD 90,000 - 120,000; Full time

Job summary

Jobtailor is seeking an experienced Executive Assistant to support senior leaders in a fast-paced, global tech environment. You will manage complex calendars, coordinate cross‑functional meetings, and prepare briefing materials for executives and customers.

You will also organize international travel, track decisions and deadlines, and help craft internal communications. This role requires discretion, strong judgment, and a proactive, adaptable mindset to support leadership priorities.

Qualifications

• Bachelor’s degree preferred or equivalent relevant work experience.
• 5+ years supporting VP-level, C-suite, or senior executives in global, matrixed orgs.
• Must travel domestically and internationally with a valid US passport
• Experience in life sciences, diagnostics, technology, services, or customer-centric industries preferred.
• Advanced proficiency with Microsoft 365 suite and AI-enabled productivity tools.

Responsibilities

• Manage a highly complex, multi-time-zone executive calendar.
• Anticipate scheduling conflicts and shifting priorities.
• Coordinate leadership cadences, executive reviews, and customer engagements.
• Prepare agendas, briefing materials, presentations, and background information.
• Track decisions, action items, milestones, and deadlines.
• Coordinate global travel, visas, flights, and itineraries.
• Manage travel and expenses per policy.
• Support executive communications and internal materials.
• Maintain org charts, distribution lists, and leadership materials.
• Onboard and integrate new leadership team members.

Skills

Calendar Management

Microsoft 365 Proficiency

Executive Communication

Travel Coordination

Stakeholder Relationship Management

Attention to Detail

Problem-Solving

Interpersonal Skills

Adaptability

Professionalism

Education

Bachelor's degree or equivalent

Tools

Microsoft Outlook

Microsoft PowerPoint

Microsoft Excel

Microsoft Word

Microsoft Teams

Microsoft SharePoint

AI-Enabled Productivity Tools

Job description

• Manage a highly complex, multi-time-zone executive calendar aligned with strategic priorities, leadership commitments, and customer-facing activities
• Anticipate scheduling conflicts, shifting priorities, critical deadlines, and preparation needs
• Coordinate leadership cadences, executive reviews, customer engagements, and cross-functional meetings
• Prepare agendas, briefing materials, presentations, and background information for meetings and engagements
• Track key decisions, commitments, action items, deliverables, milestones, dependencies, and deadlines
• Coordinate complex domestic and international travel, including flights, accommodations, visas, ground transportation, and itineraries
• Manage and reconcile travel and expense reports according to company policies
• Coordinate global leadership meetings, town halls, offsites, customer events, and executive engagements
• Serve as a trusted point of contact for senior executives, customers, employees, vendors, and external partners
• Support executive and organizational communications, leadership messages, presentations, and internal communication materials
• Partner with Corporate Communications and other functions to support aligned messaging
• Handle sensitive and confidential information with discretion
• Support the WW CSO leadership team’s meetings, business reviews, planning activities, and organizational milestones
• Maintain org charts, distribution lists, leadership materials, and business-critical resources
• Support onboarding and integration of new leadership team members and key hires
• Coordinate procurement activities, purchase orders, vendor setup, and administrative processes
• Support strategic and cross-functional initiatives for the VP and leadership team
• Support planning and visibility for headcount, budgets, operational metrics, and leadership priorities
• Identify process simplification and workflow improvement opportunities
• Leverage AI, automation, and digital tools to improve executive productivity, reporting, communication, and operational efficiency

Requirements

• Bachelor’s degree preferred or equivalent relevant work experience
• 5+ years of experience supporting VP-level, C-suite, or equivalent senior executives, preferably in a global, matrixed organization
• Must possess a valid current U.S. passport and be able to travel domestically and internationally as required
• Experience in life sciences, diagnostics, technology, services, or other customer-centric industries preferred
• Advanced proficiency with Microsoft 365, including Outlook, PowerPoint, Excel, Word, Teams, SharePoint, and Copilot or comparable AI-enabled productivity tools
• Ability to manage complex calendars, competing priorities, high-volume workflows, and confidential matters with exceptional accuracy and attention to detail
• Strong business judgment, critical thinking, problem-solving skills, and professionalism
• Ability to anticipate needs, work independently, and take appropriate action with limited direction
• Track record of building trusted relationships and working effectively with senior leaders and diverse global stakeholders
• Excellent written and verbal communication skills
• Strong executive presence, judgment, and discretion
• Proactive, resourceful, adaptable, and solution-oriented approach
• Exceptional organizational, prioritization, and follow-through skills
• Ability to remain effective and composed in a fast-paced environment with changing priorities
• Strong interpersonal skills with an approachable, confident, and professional presence
• Global mindset and cultural awareness across multiple regions, cultures, and time zones
• Strong sense of ownership and accountability
• Curiosity and willingness to challenge existing ways of working and identify opportunities for improvement
• Digital and AI mindset, with ability to leverage technology and automation

Core Competencies

Demonstrates advanced proficiency in managing complex executive calendars, coordinating high-level meetings, and supporting strategic initiatives while maintaining discretion and professionalism. Leverages digital tools and AI to enhance productivity and streamline operations in a global, customer-centric environment.

Highest-signal resume keywords

• Calendar Management
• Microsoft 365 Proficiency
• Executive Communication
• Travel Coordination
• Stakeholder Relationship Management

Hard Skills

• Calendar Management
• Travel Coordination
• Expense Reporting
• Agenda Preparation
• Data Tracking

Soft Skills

• Attention to Detail
• Problem-Solving
• Interpersonal Skills
• Adaptability
• Professionalism

Industry Keywords

• Life Sciences
• Diagnostics
• Customer-Centric Industries
• Global Organization
• Matrixed Organization

Tools & Technologies

• Microsoft Outlook
• Microsoft PowerPoint
• Microsoft Excel
• Microsoft Word
• Microsoft Teams
• Microsoft SharePoint
• AI-Enabled Productivity Tools