Executive Assistant

The Executive Assistant to the CEO (and other key Senior Leaders) plays a pivotal role in driving efficiency and productivity within the executive office of a fast-growing organization. This role is more than just administrative; it involves acting as a strategic partner to the CEO, managing high-priority initiatives, and ensuring smooth operations at the executive level.

The Executive Assistant will handle a wide range of responsibilities, including complex calendar management, strategic communications, project coordination, and acting as a liaison between internal and external stakeholders, all while ensuring the strictest of confidence.

Key Responsibilities:

1. Comprehensive Calendar and Schedule Management

o Manage complex calendars for senior leaders, ensuring efficient time management and prioritization of critical meetings.

o Proactively anticipate scheduling conflicts and propose alternative solutions while aligning with business priorities.

o Coordinate leadership meetings, cross-functional syncs, and strategic offsite events (on a global scale).

2. Executive Communication and Stakeholder Coordination

o Act as the primary point of contact for the executive leadership team (ELT) managing internal and external communications with professionalism and discretion, attention to detail while maintaining confidentiality.

o Draft and review executive correspondence, presentations, and reports, ensuring messaging aligns with company goals and branding requirements.

o Build strong relationships with key stakeholders across the organization to facilitate smooth communication and follow-up on strategic actions.

3. Project Coordination and Strategic Initiative Support

o Collaborate with the executive leadership team on high-priority projects, tracking progress, deadlines, and deliverables.

o Assist in the preparation of reports, data analysis, and research that informs decision-making and strategic planning.

o Drive cross-functional initiatives, ensuring alignment and timely execution across departments.

4. Operational Efficiency and Process Improvement

o Streamline administrative processes for the executive office, identifying opportunities to enhance efficiency and effectiveness.

o Implement tools and systems that improve communication, task management, and overall workflow.

o Lead the organization and management of executive documents, ensuring easy access to critical information.

5. Event Planning and Leadership Coordination

o Plan and execute leadership offsites, town halls, and other key company events, managing logistics, agendas, and follow-ups.

o Coordinate travel arrangements for the CEO (and other senior leaders as needed), optimizing itineraries for both domestic and international trips.

o Ensure seamless execution of events, aligning them with strategic objectives and company culture.

Qualifications:

· Bachelor’s degree in business administration, Communications, or a related field.

· 5 plus years of experience as an Executive Assistant (C Suite Experience Required) with experience supporting senior leadership in a high-growth or tech environment.

· Proven track record of managing complex schedules, multitasking, and adapting to shifting priorities.

· Exceptional communication skills, both written and verbal, with the ability to tailor messaging for different audiences.

· High level of professionalism, discretion, and confidentiality in handling sensitive matters.

· Strong project management and organizational skills, with the ability to manage multiple priorities simultaneously.

· Proficient in office productivity software (Microsoft Office Suite, Workday, Salesforce, BI and Click Up, Trello HubSpot etc. are considered Assets)

Ideal Candidate (In addition to the above)

· Experience in the SaaS industry or supporting leadership in a high-growth tech company.

· Familiarity with project management methodologies and tools and experience leading and supporting large scale global events and meetings.

· Ability to anticipate the needs of executive leaders and act with initiative

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Please note that SOTI does not accept unsolicited resumes from recruiters or employment agencies. In the absence of a signed Services Agreement with agency/recruiter, SOTI will not consider or agree to payment of any referral compensation or recruiter fee.