Senior Executive Assistant

Swooped; United States; Remote; USD 95,000 - 161,000; Full time

Benefits offered by this job

Home office equipment support

Flexible paid time off

Parental leave

Professional development funding

Equity and ESPP

Job summary

Swooped is seeking a Senior Executive Assistant to support two CRO leaders—the VP, Global Solution Architects and the VP, High Velocity Sales & Sales Development. The role requires strategic operational partnership, calendar management across time zones, travel logistics, and event coordination.

You will coordinate leadership meetings, assist with recruiting logistics and expense reporting, and leverage AI tools to improve administrative workflows.

Qualifications

• Experience supporting multiple senior leaders or VP-level executives in a technology company.
• Ability to adapt to varying executive communication preferences and business priorities.
• Strong proficiency in multi-time-zone calendar management.
• Experience coordinating domestic and international itineraries and off-site events.
• Practical experience using AI tools to streamline administrative tasks.
• Proficiency with Google Workspace, Slack, Zoom and travel platforms (Navan).
• Clear, professional communication across functional levels, with sound judgment handling confidential information.
• Highly organized, proactive, able to work independently.
• Prior GTM or sales org experience is not required; transferable executive support experience welcomed.

Responsibilities

• Manage high-volume, multi-time-zone calendars for two VPs and advise on conflicts.
• Coordinate leadership meetings, all-hands, and team calls; prepare agendas and decks; track actions.
• Arrange domestic and international travel, lodging, transport, and documentation; plan for disruptions.
• Organize team off-sites and events; coordinate with partners and deposits; oversee full logistics.
• Partner with recruiting to schedule interviews and onboarding logistics.
• Prepare and submit monthly expense reports with receipts for both leaders.
• Leverage AI tools for drafting, research, and recurring workflows; ensure accuracy and context.
• Provide coverage for other executive peers and lead ad hoc CRO projects.

Skills

Senior executive support

Calendar management

Travel logistics

Event coordination

Recruiting coordination

Expense reporting

AI tools for admin

Communication across levels

Independent work

Tools

Google Workspace

Slack

Zoom

Navan

Job description

The hiring organization is seeking a Senior Executive Assistant to support two executive leaders within its Chief Revenue Officer (CRO) organization: the VP, Global Solution Architects and the VP, High Velocity Sales & Sales Development.

In this role, you will serve as a strategic operational partner to help both leaders focus on organizational objectives by managing shifting priorities, handling logistical needs, and tracking commitments across global time zones. Beyond standard calendar management, you will participate in team discussions, capture and follow through on action items, and establish structured processes for scheduling, travel, event coordination, recruiting support, and expense reconciliation.

Location and Schedule

• Location: Remote within the United States.
• Schedule: Full time. Candidates based in the Central or Eastern time zones are preferred. Candidates in the Pacific time zone are also welcome, provided they have the flexibility to support executives and teams operating across global time zones.

Key Responsibilities

• Manage and prioritize high-volume, multi-time-zone calendars for both Vice Presidents, proactively advising on scheduling conflicts, time management, and delegation.
• Coordinate recurring leadership meetings, all-hands, and team calls, including preparing agendas, assembling presentation decks, confirming attendance, and tracking action items to completion.
• Arrange domestic and international travel logistics, including flights, lodging, ground transportation, security considerations, and travel documentation, while anticipating disruptions and preparing alternatives.
• Organize and manage team off-sites, kickoffs, and team-building events by coordinating with event partners, handling reservations and deposits, and overseeing full logistics.
• Partner with recruiting and hiring teams to manage interview scheduling, candidate communications, and onboarding logistics.
• Prepare, reconcile, and submit accurate monthly expense reports and receipt documentation for both leaders.
• Leverage artificial intelligence (AI) tools to assist with administrative drafting, research, and recurring workflows, critically evaluating outputs for accuracy and context.
• Provide coverage for other executive support peers when needed, and lead ad hoc operational projects across the CRO organization.

Qualifications

• Proven experience supporting multiple senior leaders or VP-level executives concurrently within a technology company.
• Demonstrated ability to adapt to varying executive communication preferences and business priorities.
• Strong proficiency in multi-time-zone calendar management and balancing competing scheduling requests.
• Experience coordinating domestic and international itineraries as well as off-site events, with the foresight to address logistical dependencies and travel changes.
• Practical experience using AI tools to streamline administrative tasks, maintaining accountability for the accuracy and quality of final outputs.
• Working proficiency with modern workplace tools, such as Google Workspace, Slack, Zoom, and travel and expense platforms (e.g., Navan), alongside experience handling recruiting and onboarding logistics.
• Clear, professional communication across functional levels, combined with sound judgment when managing sensitive and confidential information.
• Highly organized approach with strong ownership, initiative, and the ability to execute tasks independently without continuous prompting.
• Prior experience supporting go-to-market or sales organizations is not required; transferable executive support experience is welcome.

Compensation and Benefits

• Base Salary Range: $95,200—$160,800 USD per year (applicable to United States locations). Starting pay is determined by an evaluation of education, experience, knowledge, skills, geographic location, internal equity, and market alignment.
• Base salary excludes equity, bonuses, or additional benefits. Where applicable, sales roles within the organization are eligible for incentive pay targeted at up to 100% of base salary.
• Equity compensation and an Employee Stock Purchase Plan (ESPP).
• Comprehensive health, wellness, and financial benefits.
• Flexible paid time off and parental leave.
• Professional growth and development funding.
• Home office equipment support.
• Voluntary employee resource groups.

Equal Opportunity and Accommodations

The organization is an equal opportunity workplace and an affirmative action employer. All decisions relating to recruitment, employment, development, advancement, promotion, and retirement are based solely on merit, without regard to race, color, religion, ancestry, sex (including pregnancy, lactation, sexual orientation, gender identity, or gender expression), national origin, age, citizenship, marital status, physical or mental disability, genetic information (including family medical history), military discharge status, protected veteran status, or any other characteristic protected by applicable law.

Reasonable accommodations are available for applicants with disabilities or special needs during the application and interview process upon request.