Executive Assistant, Speciality Travel & Events

Traveltechessentialist; New York (NY); On-site; USD 83,000 - 186,000; Full time

Job summary

Navan is seeking an exceptional Executive Assistant in New York to support two senior leaders in Specialty Travel & Events. You will manage two complex global calendars, coordinate travel and events across time zones, and prepare executives for critical meetings.

Use your strategic calendar management, proactive approach, and strong communication to become a trusted partner and execution force multiplier for two executives navigating a fast-moving product and business organization.

Qualifications

• 3+ years of experience as an Executive Assistant.
• Ability to prioritize ruthlessly and protect executive attention.
• Exceptional written and verbal communication.
• Detail-oriented while seeing the big picture.
• Global operating mindset across time zones and cultures.
• Proactive by default and anticipates needs before they arise.
• Calm under pressure and adaptable to changing priorities.
• High standards with a collaborative, positive attitude.

Responsibilities

• Own two complex, global calendars across San Francisco, New York, London, and Berlin.
• Prepare executives for meetings with agendas, pre-reads, metrics and context.
• Filter inbox, route inquiries, and draft communications on behalf of the executives.
• Plan and execute high-impact events and travel logistics.
• Coordinate leadership operating rhythms and drive follow-ups with partners.
• Own expense operations and ensure timely reconciliation.

Skills

Executive support

Calendar management

Time management

Communication skills

Attention to detail

Global mindset

Proactivity

Calm under pressure

High standards

Job description

We’re looking for an exceptional Executive Assistant to support two senior leaders at the center of one of our company’s highest-growth and most strategic areas: Specialty Travel & Events.

The SVP of Product, Specialty Travel & Events is based in San Francisco, while the SVP & GM of Meetings & Events is based in London. You’ll be based in New York and serve as the connective tissue between both leaders, helping them operate effectively across time zones, teams, and priorities.

You’ll be a strategic operator, trusted partner, and execution force multiplier for two executives navigating a fast-moving product and business organization. You’ll need to be equally comfortable managing a complex calendar, coordinating a global offsite, preparing an executive for a critical meeting, and chasing down an action item.

What You’ll Do:

Calendar & Time Management

• Own two complex, global calendars. Manage constantly shifting schedules across San Francisco, New York, London, and Berlin, making smart tradeoffs about where executive time is best spent.
• Prioritize ruthlessly. Protect time for deep work, product and operations strategy, customer conversations, leadership, and other high-leverage activities.
• Schedule with context. Understand why a meeting is happening, who needs to be there, and what needs to happen before it occurs rather than simply moving boxes around on a calendar.
• Prepare executives for every meeting. Gather or draft agendas, pre-reads, metrics, decisions, and relevant context from stakeholders ahead of time so both executives walk into meetings prepared to make decisions.
• Be the first line of defense for their inboxes. Filter cold outreach, supplier inquiries, scheduling requests, and other inbound noise; determine what requires attention and respond or route appropriately; send communications on behalf of the executives.

Team Operations & Event Logistics — The Execution Force

• Own high-impact events end to end. Plan and execute org and team offsites, global all-hands, leadership meetings, customer events, and partnership events–from venue selection and logistics through day-of execution.
• Coordinate global travel. Manage seamless end-to-end travel logistics for your execs, including flights, hotels, ground transportation, and dinners.
• Own expense operations. Ensure expenses are submitted, reconciled, and resolved accurately and on time.
• Run leadership operating rhythms. Track action items and decisions coming out of leadership meetings and follow up with cross-functional partners to ensure commitments turn into outcomes.

Executive Partnership

• Become a trusted extension of both executives. Understand their priorities, working styles, communication preferences, and operating rhythms well enough to anticipate needs before they are articulated.
• Connect the dots across organizations. Build strong relationships with Product, Engineering, Operations, Sales, Finance, People, and other cross-functional teams to make things happen quickly.
• Create leverage. Constantly look for ways to eliminate friction, improve operating processes, and give the executives more time to focus on strategy, customers, products, and their teams.
• Operate with discretion. Handle sensitive business and personnel information with sound judgment and absolute confidentiality.

What We’re Looking For:

• 3+ years of experience as an Executive Assistant, ideally supporting senior executives in a fast-paced technology, product, or high-growth environment.
• Ruthless prioritization. You can distinguish urgent from important, make smart tradeoffs, and protect executive attention without needing constant direction.
• Exceptional communication skills. You write clearly, concisely, and with the right level of urgency. You can draft executive communications that sound like the executive.
• Detail orientation without losing the big picture. You sweat the details while understanding why they matter.
• Global operating mindset. You’re comfortable working across time zones and cultures and understand that “9 a.m.” can mean very different things depending on who is involved.
• Proactive by default. You see around corners, anticipate problems, and solve them before they become problems.
• Calm under pressure. Plans change. Flights get cancelled. Executives get double-booked. Priorities shift. You stay composed, make decisions, and keep moving
• High standards, low ego, seriously fun. We expect excellence, move quickly, and take the work seriously. We also believe the best teams have a lot of fun together.

Why You'll Love This Role:

• Deep impact. Your ability to create order, focus, and leverage directly affects how effectively two senior leaders and their organizations execute.
• Unusual breadth. You’ll have exposure to product strategy, operations, commercial strategy, customers, and executive decision-making–not just calendar management.
• Global exposure. You’ll operate across San Francisco, New York, London and teams around the world, working directly with senior leaders across the company.
• AI-forward culture. We expect our EAs to be power users of modern productivity and AI tools–and to continuously find new ways to automate, simplify, and improve how executives operate.
• Opportunities on special projects. Once you have a strong handle on all of the above job requirements, we will look for opportunities for you to jump into ambiguous, high-priority operational work where additional leverage is needed.

Pay Range

$83,700 — $186,000 USD

Navan uses AI-assisted Automated Employment Decision Tool (Metaview) to assist with evaluating resumes against job qualifications for this role. All final decisions are made by human recruiters and hiring managers.

Human oversight: Metaview does not automatically reject candidates or make final hiring decisions. Our recruiters and hiring managers review all outputs and make the final hiring decision regarding every application.

• Your rights: If you prefer to have your application reviewed without AI assistance, you may request a human evaluation by entering your email here. Your decision to do so will not affect how your candidacy is evaluated.

Please refer to our Candidate Privacy Notice for more information about our processing of personal data, and your rights.

About Navan

Navan (Nasdaq: NAVN) is the global AI-powered business travel and expense platform that makes travel easy for frequent travelers. From finding flights and hotels, to automating expense reconciliation, with 24/7 support along the way, Navan delivers an intuitive experience travelers love and finance teams rely on. See how Navan customers benefit and learn more at navan.com.

Culture of Excellence

Our team is our competitive edge — a high-performance group of smart, driven people committed to winning together. This dedication to excellence is why we’ve been recognized as a Best Place to Work by Built In (2023–2026), a G2 Best Global Software Company (2025–2026), Forbes Cloud 100 (2022–2025), and CNBC Disruptor 50 (2022–2025). At Navan, we provide an environment where top talent excels, offering the autonomy and fast-paced trajectory needed to build a defining career and do the best work of your life.

Our Benefits

Navan offers a comprehensive benefits program designed to support your well-being, financial security, and life outside of work. Our benefits, thoughtfully tailored by country to meet local needs, include healthcare coverage, insurance offerings, and wellness resources for you and your family.

We support long-term financial growth through retirement savings programs and opportunities to participate in our equity plans, so you can share in Navan’s success. To promote balance, we offer flexible time off, country-specific holidays, and paid parental leave for all new parents. Additional benefits include connectivity and commuting support*, mental health resources, and exclusive travel-related perks. Wherever you’re based, our benefits evolve with you.

Workplace Policy

Navan believes in the value of in-person connections, whether that’s sitting down to have lunch with one another, taking a walking 1:1, or collaborating in a room together. The connections forged through face-to-face interactions improve company culture and drive business results. Navan invests in global office spaces — in the U.S., Europe, and Asia, among others — that feel welcoming. In-office perks such as company-provided lunches and happy hours create a strong team environment to help you do your best work. Our employees work from the office four days a week. Please expect this policy for all roles that are tied to an office.

Equal Opportunity

Navan is an equal opportunity employer. We make all employment decisions based solely on merit. We provide equal employment opportunity to all applicants and employees without discrimination on the bases of race, religion, color, national origin, gender (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics. We prohibit any such discrimination or harassment. This policy applies to all terms and conditions of employment, including hiring.

Accommodations

Navan complies with the Americans with Disabilities Act (ADA), as amended by the ADA Amendments Act, and all applicable state or local law. Navan will reasonably accommodate qualified individuals with a disability in connection with applications for employment as required by law.

If you need any assistance or accommodations due to a disability, you are welcome to email us at [e-mail].

Candidate Privacy Notice and Use of AI

As part of the recruitment process, certain personal data may be processed using automated tools, including tools that use AI. For details on how Navan collects and uses your personal data, please review Navan's Candidate Privacy Notice here.

Job Search Best Practices

We have been made aware of recruitment scams involving fraudulent attempts to lure job seekers into sending money or personal information in return for fake job offers or coerce them into purchasing equipment by electronic funds transfer (Zelle, Venmo, etc.) Legitimate Navan recruiters will never ask for money in any recruitment or onboarding activities. All available job openings at Navan will be posted on Navan’s website and all Navan recruiters will be reachable through an email ending in “@navan.com” or “@navan.tech” or “@talent.navan.com”.

*Applies to select locations.