Senior Executive Assistant

Jobgether; Oregon; Hybrid; USD 113,000 - 141,000; Full time

Benefits offered by this job

Medical, dental, vision insurance

401(k) matching

Unlimited PTO

Parental leave

Home technology stipend

Flexible work arrangements: onsite,hyb

Travel up to 15%

Job summary

Jobgether is seeking a Senior Executive Assistant in the United States to partner with a senior executive, delivering high-level administrative and operational support across time zones.

You will manage complex calendars, coordinate domestic and international travel, oversee expenses, and craft executive communications. The role offers opportunities to lead special projects and enhance workflows using AI tools.

Qualifications

• Minimum 5 years of executive assistant experience in tech or finance.
• At least 3 years supporting a C-suite executive, founder, or high-net-worth principal.
• Bachelor's degree required.
• Proficiency in Google Workspace and/or Microsoft 365.
• Experience managing complex multi-time zone calendars and international travel.

Responsibilities

• Manage executive calendar across multiple time zones and coordinate meetings.
• Organize domestic and international travel with detailed itineraries.
• Reconcile expenses, track invoices, and oversee budgets.
• Draft executive correspondence and coordinate with PR/communications teams.
• Support ad hoc projects and improve workflows with technology.

Skills

Executive support

Calendar management

Travel coordination

Expense management

AI tools

Discretion

Stakeholder liaison

Communication skills

Education

Bachelor's degree

Tools

Google Workspace

Microsoft 365

Concur

Expensify

Navan

Ramp

Job description

Senior Executive Assistant based in the United States. The Senior Executive Assistant will serve as a trusted strategic partner to a senior executive, providing high-level administrative and operational support in a fast-paced, globally connected environment. This role requires exceptional organization, discretion, and sound judgment to manage complex schedules, international travel, financial administration, and executive communications. Working closely with senior stakeholders, the successful candidate will help protect the executive’s time, anticipate priorities, and ensure seamless coordination across multiple locations and time zones. The position also offers opportunities to contribute to special projects and improve executive workflows through effective use of technology and AI tools. The ideal candidate is proactive, adaptable, and comfortable handling sensitive matters while maintaining a polished and professional presence.

Accountabilities

Calendar and Scheduling

Manage a demanding executive calendar across multiple time zones, prioritize incoming requests, resolve scheduling conflicts independently, and protect dedicated focus time. Coordinate meetings, calls, and events with internal and external stakeholders, including any required IT and audiovisual arrangements. Prepare daily and weekly briefings, meeting agendas, attendee background information, and relevant materials to support effective decision-making.

Travel Management

Organize domestic and international travel, including flights, accommodation, ground transportation, and detailed itineraries with confirmations, contacts, and contingency plans. Coordinate logistics across multiple residences and offices, manage travel documentation and memberships, and monitor trips in real time to respond quickly to unexpected changes.

Expense and Financial Administration

Reconcile corporate and personal card transactions, prepare accurate expense reports, track invoices, vendor payments, memberships, and subscriptions, and maintain travel and event budgets. Liaise with finance, accounting, and other relevant teams to ensure timely processing, accurate records, and appropriate financial oversight.

Executive Communications

Manage inbox activity by prioritizing messages, drafting responses, and identifying matters requiring attention. Prepare correspondence and represent the executive professionally and diplomatically. Coordinate with communications, public relations, and social media teams on announcements and appearances, while maintaining accurate contact records, gift logs, and relationship notes.

Support ad hoc projects and administrative priorities, anticipating needs and resolving issues with minimal escalation.

Requirements

• At least 5 years of executive assistant experience in the technology or finance sector, including a minimum of 3 years supporting a C-suite executive, founder, or high-net-worth principal.
• Bachelor's degree.
• Advanced proficiency in Google Workspace and/or Microsoft 365.
• Demonstrated expertise in complex calendar management across multiple time zones and extensive experience arranging domestic and international travel.
• Strong expense management capabilities and familiarity with tools such as Concur, Expensify, Navan, or Ramp.
• Exceptional written and verbal communication skills, including experience drafting professional correspondence.
• Proven discretion and sound judgment when handling highly confidential business, financial, and personal information.
• Strong aptitude for AI tools, including Claude and ChatGPT, is preferred.
• Experience preparing external communications and executive talking points is an advantage.
• Familiarity with travel coordination involving multiple residences is preferred.
• Excellent anticipation, prioritization, attention to detail, and problem-solving skills, with the ability to make independent decisions and recognize when escalation is appropriate.
• A calm, composed, and polished approach when working under pressure, managing last-minute changes, and interacting with senior stakeholders, VIPs, staff, and vendors.
• Flexibility to provide support outside standard working hours when travel schedules or urgent priorities require it.

Benefits

• $112,800–$141,000 USD, depending on qualifications, experience, location, and relevant market conditions.
• Additional compensation package that includes bonus and equity.
• Comprehensive medical, dental, and vision insurance.
• Matching 401(k) plan.
• Unlimited paid time off and paid holidays.
• Parental and adoption leave.
• Legal insurance.
• Home technology stipend.
• Work arrangement options include onsite, hybrid, or fully remote within the United States, with preferred locations in College Park, Maryland, or Chicago, Illinois.
• Travel requirements of up to 15%.
• Additional benefit plan details are provided during the offer process.