Senior Executive Assistant

BusPatrol; Austin (TX); Hybrid; USD 90,000 - 120,000; Full time

Benefits offered by this job

Competitive salary and benefits

Unlimited PTO

Purpose-driven career

Culture of safety and teamwork

AI and smart technology focus

Job summary

BusPatrol America LLC in Austin, TX, seeks a Sr. Executive Assistant to support 3–5 senior executives. You will manage complex calendars, coordinate travel, prepare meetings, and handle confidential information to ensure smooth day-to-day operations.

In this fast-paced role, you will collaborate with People, Finance, BizOps, and senior leaders to align meetings, materials, and communications across the organization. Remote initially with hybrid onsite as needed.

Qualifications

• 8+ years of progressive Executive Assistant experience supporting senior executives.
• Experience supporting 3–5 executives simultaneously.
• Excellent organizational, prioritization, and time-management skills.
• Strong written and verbal communication.
• Proficiency with MS Office, Outlook, and Teams.
• Experience with travel/expense platforms Ramp, Egencia, and ADP.
• Experience using AI tools for scheduling, drafting, and workflow.
• Ability to handle confidential information with discretion.

Responsibilities

• Provide dedicated executive support to 3–5 senior executives, including calendar management and meeting coordination.
• Coordinate domestic and international travel, lodging, and visa requirements; manage expense reports.
• Plan and facilitate executive meetings, events, and offsites with cross-functional partners.
• Draft and route executive communications, presentations, and materials; maintain SOPs and best practices.
• Partner with People, Finance, BizOps and other leaders to ensure seamless coverage and organizational alignment.

Skills

Executive calendar management

Travel & expense coordination

Meeting & event planning

Written communication

Organization & time-management

Discretion & confidentiality

Stakeholder management

Adaptability

Proactive problem-solving

Education

Bachelor’s degree in Human Resources, Business Administration, Communications, or related field

Tools

Microsoft Office Suite

Outlook

Microsoft Teams

Ramp

Egencia

ADP

AI tools (Glean)

Job description

Sr. Executive Assistant

Job Overview

• Location: Austin, TX

• Schedule: Primarily Monday-Friday, 9-5pm Eastern/Central business hours; must be open to flexible hours to support respective executive leader travel, events, and periods of time zone differentiation

• Onsite: Remote initially; anticipated 2-4 days per week onsite beginning in 2027 based on business need and finalized policy

• Travel: Limited; As needed for select team offsites, office visits, or key executive programs/initiatives

• Manages Others: No direct reports; may provide informal guidance to coordinators, interns, or cross-functional partners

• Education: Bachelor’s degree in Human Resources, Business Administration, Communications, or a related field preferred

• Experience: 8+ years of progressive Executive Assistant experience supporting senior executives

The Sr. Executive Assistant serves as a trusted partner to executive leadership, providing high-level administrative support to 3-5 senior executives. This role is responsible for managing complex calendars, coordinating travel, facilitating meetings, handling confidential information, and ensuring seamless day-to-day executive operations.

The ideal candidate thrives in a fast-paced environment, anticipates needs before they arise, builds strong relationships across the organization, and consistently demonstrates exceptional judgment, professionalism, discretion, and attention to detail.

This role will report to the Chief People Officer and be part of the broader Executive Assistant team, partnering closely with fellow Executive Assistants and partners from People, Finance, BizOps, and various senior leaders and cross-functional teams to ensure executive and company-wide meetings, materials, events, and communications are well-organized, timely, and aligned.

Key Responsibilities

Executive Support & Calendar Management

• Provide dedicated support to 3–5 senior executives, including C-Suite leaders

• Manage complex calendars, competing priorities, and meeting requests, making thoughtful decisions based on business impact, urgency, and executive preferences

• Proactively identify and resolve scheduling conflicts while ensuring alignment with key business priorities and operating rhythms

• Coordinate meetings across multiple stakeholders, locations, and time zones with a high degree of accuracy and responsiveness

• Ensure meetings are set up for success with clear objectives, appropriate participants, agendas, materials, and logistics prepared in advance

• Anticipate scheduling and support challenges before they arise, proactively identifying solutions and minimizing disruptions to executive productivity

Travel, Expense, & Platform Management

• Coordinate domestic and international travel arrangements, including flights, accommodations, transportation, itineraries, and visa requirements as needed

• Prepare and reconcile expense reimbursements and reports in accordance with company policy

• Ensure executives have all required travel documentation, schedules, and logistics

• Serve as primary executive delegate approver for team requests and approvals in various HR, travel, and expensing platforms

Meeting, Event, & Onsite Coordination

• Coordinate and facilitate executive meetings, leadership sessions, town halls, webinars, offsites, client meetings, team dinners, team activities/community building, and special events as needed

• Prepare agendas, meeting materials, presentations, and briefing documents

• Capture notes, action items, and follow-ups as needed

• Manage logistics including meeting spaces, catering, technology setup, and attendee coordination

• Support onsite office administrative tasks and facilities support as needed

Communications & Administrative Operations

• Draft, edit, and route executive correspondence, presentations, and documents

• Support preparation of reports, presentations, and communications for internal and external audiences

• Handle confidential and sensitive information with professionalism and discretion

• Provide administrative support including inbox monitoring, document management, and ad hoc project coordination

• Develop and maintain standard operating procedures, documentation, and best practices that improve consistency, scalability, and continuous improvement across the Executive Assistant team

Cross-Functional Coordination

• Partner closely with fellow Executive Assistants and the People team to ensure seamless coverage and support

• Serve as a trusted point of contact across departments and stakeholders

Qualifications

• 8+ years of progressive Executive Assistant or Administrative Assistant experience supporting VP-level leaders and above

• Demonstrated success supporting a minimum of 3–5 executives simultaneously

• Exceptional organizational, prioritization, and time-management skills

• Strong written and verbal communication skills

• Proficiency with Microsoft Office (Word, Excel, PowerPoint), Outlook, and Microsoft Teams

• Experience with travel and expense platforms such as Ramp, Egencia, and ADP

• Experience using AI tools (e.g., Glean or similar) and automation tools to improve efficiency in scheduling, content drafting, note-taking, or workflow management

• Proven ability to exercise discretion and sound judgment when handling sensitive information

• Track record of operating successfully in fast-paced, dynamic environments

• Proactive growth mindset with a track record of identifying opportunities to streamline processes and reduce manual work

Core Skills

• Executive calendar management

• Travel and logistics coordination

• Meeting and event planning

• Written communication and presentation support

• Organization and attention to detail

• Problem-solving and proactive decision-making

• Stakeholder management and collaboration

• Confidentiality and professionalism

• Adaptability and multitasking

Expectations

• Location: Austin, TX

• Schedule: Primarily Monday-Friday, 9-5pm Eastern/Central business hours; must be open to flexible hours to support respective executive leader travel, events, and periods of time zone differentiation

• Onsite: Remote initially; anticipated 2-4 days per week onsite beginning in 2026 based on business need and finalized policy

• Travel: Limited; As needed for select team offsites, office visits, or key executive programs/initiatives

• Manages Others: No direct reports; may provide informal guidance to coordinators, interns, or cross-functional partners

• Education: Bachelor’s degree in Human Resources, Business Administration, Communications, or a related field preferred

• Experience: 8+ years of progressive Executive Assistant experience supporting senior executives

BusPatrol Value Proposition:

At BusPatrol, safety isn’t just a priority — it’s our mission. As the nation’s most trusted school bus stop-arm technology solution, we serve over 350 school districts, protecting nearly 2 million students across 30,000 buses. Every day, millions of children rely on school buses to get to and from school safely, yet reckless drivers continue to put them at risk.

As a technology company with a unique focus on public safety, we use cutting-edge AI, machine learning, and telematics to improve school bus safety. Our all-in-one safety program equips school bus fleets with AI-powered cameras, cloud-based data management, and an integrated software platform to capture and process stop-arm violations. Our safety programs foster accountability and reduce dangerous driving behavior in communities across the country.

By partnering with school districts, municipalities, and law enforcement, we make safety solutions more accessible and effective, ensuring that every child’s journey to and from school is as safe as possible.

What We Offer

• Competitive salary and benefits package
• Unlimited PTO
• A purpose-driven career, working to protect children and improve public safety
• The occasion to participate in BusPatrol’s culture of safety, learning, and teamwork
• A team of innovators, committed to leveraging AI and smart technology for social good

Be Part of Something Bigger

We are looking for a passionate and dedicated team member to help us make roads safer. This is a meaningful opportunity to contribute to a mission-driven company that is using technology to create real change. At BusPatrol, we foster an inclusive and diverse environment built on integrity, collaboration, and innovation. If you are ready to be part of a team that is deeply committed to safety and community impact, we would love to hear from you.

Together, we can protect students, hold drivers accountable, and build a safer future for all.

We are looking for a valued member of the BusPatrol team to assist us in our quest to improve children’s safety. This is an important role for us and a great opportunity for the right candidate. Our environment is inclusive, diverse, ignited, built on integrity, and deeply committed.

The US salary range for this position is provided in this posting. Our salary ranges are determined by role, level, and location. The range displayed on each job posting reflects the minimum and maximum target for salaries for the position across all US locations. Within the range, individual pay is determined by work location and additional factors, including job-related skills, experience, and relevant education or training. Your Talent Partner can share more about the specific salary range for your preferred location and skill level during the hiring process.

Please note that the compensation details listed in US role postings reflect the base salary only, and do not include bonus, and/or commission (if applicable) or benefits.

EOE/AA Disability-Veteran