Executive Assistant

The Role

The Executive Assistant provides high-level administrative and operational support to two senior executives. This role is critical to the smooth day-to-day functioning of the executive offices and requires exceptional organization, judgment, and attention to detail.

The Executive Assistant will manage complex calendars, communications, meetings, and travel logistics; serve as a key point of coordination across teams; and partner closely with other Executive Assistants to ensure the executive team is supported in a consistent, seamless, and professional manner.

This position operates in a fast-paced, corporate technology environment and requires prior experience supporting senior leaders within similarly complex organizations.

Key Responsibilities

Executive & Administrative Support

• Provide comprehensive administrative support to the senior executives, including proactive inbox management, calendar prioritization, and scheduling across multiple time zones
• Exercise sound judgment in triaging requests, identifying urgent and high-impact matters, and sequencing competing priorities

Meeting & Communication Management

• Manage the full lifecycle of executive meetings, including agenda coordination, preparation of professional briefing materials (e.g., bios, presentations, background documents), logistics, and follow-up
• Document meeting minutes, track action items, and ensure timely follow-through and accountability
• Act as a central communications liaison between the executive offices, senior leaders, and internal stakeholders, ensuring clarity, responsiveness, and appropriate escalation

Travel & Expense Coordination

• Coordinate complex domestic and international travel in partnership with the Global Relay Travel Team, including flight and accommodation bookings, itinerary planning, and preparation of detailed travel agendas
• Manage executive expense submissions with accuracy and timeliness, collaborating with Accounts Payable as needed

Confidentiality & Professionalism

• Handle highly sensitive business, financial, and personnel information with the utmost discretion and professionalism
• Support limited personal scheduling or calendaring needs, where required, in accordance with company guidelines

Required Qualifications

• 5+ years of experience as an Executive Assistant or Senior Administrative Professional supporting senior executives (VP level or above)
• Prior experience in a corporate, technology, or professional services environment (SaaS or regulated industry experience strongly preferred)
• Demonstrated ability to manage complex calendars, meetings, and travel for multiple executives
• Exceptional organizational, communication, and time-management skills
• Strong proficiency with modern productivity tools (Microsoft Office, collaboration platforms)
• Proven ability to operate effectively in a fast-paced, deadline-driven environment with frequent priority shifts

Classification & Compliance Review

FLSA Status: Non-Exempt

This role is appropriately classified as Non-Exempt under the Fair Labor Standards Act (FLSA) and applicable state laws based on the following analysis:

• Primary duties are administrative and operational, focused on scheduling, coordination, communication, logistics, and execution—not on setting company policy or exercising independent authority over business decisions
• While the role requires judgment and prioritization, it does not meet the Administrative Exemption standard, as it does not involve independent decision-making on matters of significance that affect business operations at a policy or strategic level
• The role does not supervise employees, manage a department, or have authority over hiring, firing, or disciplinary decisions
• Deliverables support executive effectiveness but do not constitute exempt-level strategic or discretionary authority