Executive Assistant | WFO

We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to provide high-level administrative and operational support to 4-5 C-level executives.

This individual will serve as a trusted extension of the executive team, managing complex calendars, coordinating domestic and international travel, monitoring executive email, preparing expense reports, and ensuring executives are fully prepared for meetings, travel, and other business commitments.

The ideal candidate is an experienced Executive Assistant who is comfortable supporting multiple senior leaders in a fast-paced environment, can manage competing priorities with minimal supervision, and understands the discretion and confidentiality required when working directly with executive leadership.

Key Responsibilities

Executive Calendar & Schedule Management

• Manage complex calendars for 4-5 C-level executives across multiple time zones.
• Schedule, coordinate, and reschedule internal and external meetings.
• Identify scheduling conflicts and proactively recommend solutions.
• Coordinate meetings involving multiple executives, clients, partners, and external stakeholders.
• Protect executive focus time and ensure appropriate preparation time is built into schedules.
• Maintain accurate calendars and ensure executives are aware of upcoming commitments and changes.

Travel Management

• Coordinate complex domestic and international travel arrangements, including flights, hotels, ground transportation, and itineraries.
• Manage multi-city and multi-executive travel schedules.
• Monitor flight schedules, delays, cancellations, and other travel disruptions.
• Proactively adjust travel plans when circumstances change.
• Prepare detailed travel itineraries and ensure executives have all necessary confirmations and information.
• Coordinate transportation and accommodations for meetings, conferences, events, and business travel.
• Track and maintain executive travel preferences.

Executive Email & Communication Support

• Monitor executive inboxes and identify high-priority messages requiring immediate attention.
• Organize and prioritize incoming email based on urgency and importance.
• Flag important deadlines, requests, and follow-up items.
• Draft routine correspondence and responses when appropriate.
• Track outstanding requests and ensure follow-ups are completed.
• Maintain a professional and appropriate communication style when interacting with internal and external stakeholders.
• Escalate sensitive or time-critical matters appropriately.

Expense Management

• Prepare and submit accurate executive expense reports.
• Collect, organize, and reconcile receipts and supporting documentation.
• Ensure expenses are submitted in accordance with company policies.
• Track outstanding reimbursements and resolve discrepancies.
• Maintain organized records of executive expenses.

Executive Meeting Support

• Prepare executives for upcoming meetings by organizing agendas, supporting materials, and relevant information.
• Coordinate meeting logistics and conference rooms or virtual meeting links.
• Track action items and follow-ups when requested.
• Assist with preparation for board meetings, leadership meetings, client meetings, conferences, and other executive events.

Administrative & Operational Support

• Maintain confidential executive information and documentation.
• Coordinate special projects and administrative requests on behalf of executive leadership.
• Conduct research and gather information as requested.
• Assist with presentations, reports, spreadsheets, and other executive materials.
• Maintain organized digital files and documentation.
• Serve as a liaison between executives and internal teams, clients, vendors, and other stakeholders.
• Anticipate executive needs and proactively address administrative requirements before they become issues.

Qualifications

• 5+ years of experience as an Executive Assistant, Senior Executive Assistant, or similar role.
• Demonstrated experience supporting multiple executives, preferably at the C-suite level.
• Strong experience managing complex calendars and scheduling across multiple time zones.
• Proven experience coordinating domestic and international business travel.
• Experience managing executive email and correspondence.
• Experience preparing and reconciling expense reports.
• Excellent written and verbal English communication skills.
• Strong proficiency with Microsoft Office or Google Workspace.
• Comfortable learning and working across multiple technology platforms.
• Exceptional attention to detail and organizational skills.
• Ability to manage confidential and sensitive information with discretion.

Technology Requirements

Experience with some or all of the following:

• Microsoft Outlook / Microsoft 365
• Google Workspace
• Microsoft Teams
• Zoom
• Slack
• Calendar and scheduling platforms
• Travel booking platforms
• Expense management systems
• Excel / Google Sheets
• Document management and cloud storage platforms

Preferred Experience

• Experience supporting 4+ executives simultaneously.
• Experience supporting CEOs, Presidents, CFOs, COOs, or other C-level leaders.
• Experience in energy, technology, professional services, or other fast-paced corporate environments.
• Experience supporting executives who travel frequently.
• Experience working with executives across multiple time zones.
• Experience working in a remote or offshore support environment.

Perks and benefits

Become part of the Employee Share Units program

Cloudstaff Dream Points - To be used for bidding useful items like appliances, kitchenettes etc.

Comprehensive health and life insurance on your 16th day of employment, covering 1 free dependent on the 16th day of employment

Endless opportunities for career advancement

In-house psychiatrist available to support employees' well-being

International career growth and connections

Mental Wellness Employee Assistance program through Lifeworks

Participate and join our CS Social Clubs and Special Interest Groups to connect with colleagues

Quarterly perks boxes for WFH staff, offering groceries and snacks to keep you fueled

Superb and exciting Mid-Year Parties - with items to give away and cash prizes!

Unlimited cash incentives for hired referrals

We set you up for success with a company-provided PC/Laptop and fiber internet connection.