Sr. Executive Assistant

Leadout Capital; San Francisco (CA); On-site; USD 120,000 - 180,000; Full time

Job summary

Leadout Capital is seeking a Sr. Executive Assistant to support our SVP and AVPs for PACE OU's leadership team.

In a fast-paced enterprise environment, you will act as an operational multiplier—protecting executive capacity, orchestrating complex global logistics, and ensuring seamless collaboration across our global administrative network. You will architect the strategic calendar, gatekeep requests, and prep materials 24–48 hours in advance, coordinating with C-Suite peers and handling

Qualifications

• In-Office presence required: min 3 days/week.
• 10+ years admin experience; 5+ years supporting C-Suite in large enterprise.
• Proven EA team collaboration within a matrixed network.
• Expert calendar strategy for hyper-dense, multi-time-zone calendars.
• Global travel planning experience.
• Proficiency with Google Workspace, Slack, Zoom/Webex; Salesforce, Quip, Tableau preferred.

Responsibilities

• Architect executive calendar aligned with quarterly objectives.
• Gatekeep meeting requests and prep materials 24-48 hours in advance.
• Coordinate cross-functional leadership meetings, All-Hands, and QBRs.
• Plan and manage international travel logistics and visas.
• Maintain absolute discretion in confidential matters.
• Lead executive events and on-site coverage for critical meetings.
• Provide on-site presence 3+ days/week as needed.

Skills

Executive support

Calendar management

Cross-functional collaboration

Discretion & confidentiality

Travel planning

Stakeholder management

Tools

Google Workspace

Slack

Zoom/Webex

Salesforce

Quip

Tableau

Job description

Role Description

We are looking for a Sr. Executive Assistant to support our SVP + AVPs for PACE OU's leadership team. In a high-velocity enterprise ($50B+ revenue environment), your core mission is to act as an operational multiplier: architecting the executive's time, managing complex global logistics, maintaining absolute discretion, and orchestrating seamless collaboration across our global executive administrative network.

You are not just managing a schedule—you are safeguarding executive capacity, predicting friction before it happens, and driving alignment across key internal and external stakeholders.

Strategic Calendar Architecture & Executive Time Defense

• Calendar Optimization: Design, audit, and aggressively protect the executive's schedule, aligning daily time allocation directly with core quarterly business objectives, OKRs, and strategic priorities.
• Proactive Gatekeeping: Act as the strategic filter for incoming meeting requests, triaging priority, context, and urgency to preserve deep-work focus blocks.
• Meeting Preparation: Ensure the executive is 100% prepared for every engagement by sourcing pre-reads, agendas, and briefing materials 24-48 hours in advance.

Executive EA Network & Cross-Functional Collaboration

• C-Suite Peer Alignment: Work in tight lockstep with peer EAs across the C-Staff to seamlessly coordinate cross-functional leadership meetings, All-Hands, and Quarterly Business Reviews (QBRs).
• High-Trust Communication: Serve as a trusted, highly professional liaison between the executive, direct reports, board members, key enterprise customers, and external partners.
• Action-Item Accountability: Attend key operational meetings when required to track decisions, summarize action items, and drive follow-through across senior team members.

Complex Global Travel & Logistics

• Multi-Leg Itinerary Management: End-to-end planning of complex international and domestic travel, including visa/passport logistics, global entry protocols, multi-time-zone synchronization, and ground transport.
• Real-Time Agility: Monitor global travel disruptions proactively, providing 24/7 contingency solutions and rapid itinerary adjustments on the fly.

High-Stakes Discretion & Project Leadership

• Confidentiality: Handle ultra-sensitive corporate communications, personnel matters, organizational restructures, and strategic business initiatives with absolute discretion and integrity.
• Executive Event Ownership: Lead end-to-end planning for executive leadership onsite and offsites, customer advisory boards, and key networking events.
• Adaptive On-Site Support: Maintain an active physical presence in the office (3+ days per week), scaling up in-person coverage to match critical C-staff meetings, board visits, quarterly business reviews, or executive offsites as needed.

Minimum Requirements

• In-Office Presence: Located in a designated hub and willing to work in-office a minimum of 3 days per week, with flexibility for additional on-site days as dictated by executive schedule, C-staff events, or operational needs.
• Experience: 10+ years of administrative experience, with at least 5+ years directly supporting C-Suite, EVP, or C-1 Executives within an enterprise tech or Fortune 100 company ($10B+ revenue scale).
• Proven EA Team Collaboration: Demonstrated track record of collaborating effectively within a matrixed network of high-performing executive assistants supporting executives.
• Expert Calendar Strategy: Master-level ability to manage hyper-dense, rapidly changing, multi-time-zone calendars.
• Global Travel Expertise: Deep expertise in planning complex international travel itineraries and navigating international travel protocols.
• Technical Proficiency: Mastery of Google Workspace (Gmail, Docs, Sheets, Drive), Slack, Zoom/Webex, and enterprise tools (Salesforce, Quip, Tableau preferred).