Executive Assistant

About the Role: 

We are seeking a highly skilled and resourceful Executive Assistant to provide dual support to the VP of Communications and the Director, Head of People. This role requires a proactive individual with exceptional judgment, strong discretion, and the ability to manage complex, cross-functional priorities across two distinct leadership functions. The ideal candidate is a trusted partner who operates with autonomy, anticipates needs before they arise, and ensures seamless execution for both executives.

• Manage the executive's calendar, correspondence, and meeting cadences with a strong understanding of team priorities and business rhythms.

• Handle sensitive information with a high degree of confidentiality and discretion at all times.

• Anticipate needs and proactively coordinate resources to support executives before requests become urgent.

• Plan and coordinate highly complex international and domestic travel, including detailed itinerary and logistics management.

• Serve as a trusted gatekeeper and point of contact for internal and external stakeholders, maintaining professionalism and discretion at all times.

• Prepare and manage expense reports, purchase orders, and financial documentation accurately and promptly.

• Partner with the broader Executive Assistant team to coordinate cross-functional schedules, staff meetings, agendas, and action item tracking.

• Handle incoming correspondence and requests, triaging and following through independently as appropriate.

• Own day-to-day administrative operations, including expense reporting, filing systems, vendor contract support, meeting agendas, and document retention.

• Manage schedules and communications across US time zones, with flexibility to accommodate international time zones, including Japan and other locations, as business needs and executive travel require.

• Provide coverage for EA team members on vacation to ensure continuity of support.

• A bachelor’s degree is strongly preferred.

• Minimum eight (8) years of administrative experience, including at least 4 years in direct support of VP-level executives or equivalent.

• Experienced managing executive workflows and deliverables with high autonomy and sound judgment, communicating professionally and representing leadership with discretion across all interactions.

• Strong judgment and decision-making, with the ability to balance strategic perspective and tactical execution.

• Proven ability to act with integrity, discretion, and composure in all circumstances, including sensitive or confidential matters.

• Highly detail-oriented and organized, with the ability to manage multiple concurrent assignments under tight deadlines.

• Flexible and adaptable; thrives in ambiguous, fast-moving environments.

• Team-oriented mindset, able to collaborate effectively with peers while working independently.

• Proficient in Google Suite, Microsoft Office, and Asana, with hands-on experience using AI tools (including Claude), travel and expense platforms, and virtual collaboration tools; quick to adopt new systems and workflows.

• Experience with dual or multi-executive support is a strong plus.