Sr. Executive Assistant

We’re seeking a highly experienced Senior Executive Assistant to provide comprehensive support to our Chief Operating Officer (COO).

This role is ideal for someone with extensive experience supporting senior leaders in fast-paced, high-growth environments, particularly within global software or technology organisations.

As a trusted partner to the COO, you will play a pivotal role in operationalising strategic initiatives, managing complex scheduling needs, and driving cross-functional collaboration across departments such as Sales, Marketing, Engineering, People, and Product.

You will also oversee the planning and execution of strategic events and community-building initiatives for the team.

In addition to these responsibilities, this role requires expertise in managing global travel logistics and customer engagement planning to maximise the COO’s impact during business trips.

The Impact You Will Have:

• Ensure the COO is fully prepared for all meetings with an accurate, forward-looking calendar.
• Navigate shifting priorities and high-pressure environments with unyielding grit, maintaining a calm presence.
• Deploy a deep functional comfort with AI tools to synthesise data, automate routine administration, and accelerate decision-making cycles.
• Proactively manage and prioritise the COO’s schedule to optimise productivity.
• Coordinate with internal and external stakeholders to ensure timely responses and seamless communication.
• Enhance the COO’s efficiency by streamlining workflows, enabling a more productive team and company.
• Execute strategic initiatives with precision, delivering measurable outcomes.
• Curate customer engagement plans for business travel to ensure maximum impact.

Responsibilities:

Calendar Management

• Organise all meetings, including team meetings, customer engagements, and internal business partner discussions across international time zones.
• Build and maintain records of all meeting requests while adhering to strict SLAs for responses.
• Ensure every meeting is high-intent, featuring detailed agendas and AI-generated pre-reads and summaries.

Global Travel Planning

• Manage complex global travel arrangements for the COO, who travels at least one week per month (domestic and/or international).
• Use AI tools to research travel efficiencies, automate expense management, and perform sentiment analysis on account data prior to customer meetings.
• Partner with account teams to identify high-value customer meetings, reviewing account data and spend to ensure travel yields maximum ROI.
• Handle end-to-end travel logistics while maintaining attention to detail in itineraries.

Cross-Functional Collaboration

• Serve as a high-grit liaison between the COO and senior leadership, driving accountability on long-term projects despite shifting priorities.
• Track dozens of concurrent workstreams across Engineering and Go-To-Market functions, ensuring no broken threads in communication.

Event Management

• Plan offsite meetings, events, and programs in support of the COO and their team.

Administrative Support

• Provide coverage for other executive staff members during absences (e.g., PTO or maternity leave).
• Assist in preparing expense reports promptly.

Competencies:

• Experience: Minimum of 10+ years of executive administrative and/or program management experience supporting C-Suite level executives in global software or technology organisations.
• Proven expertise in managing global travel logistics for executives.
• Experience working with VPs/SVPs overseeing large teams (2,000+ employees) in technical roles such as engineering or customer-facing functions.
• Familiarity with high-growth environments and hyper-scaling companies.

Skills:

• Exceptional organisational skills with a high level of attention to detail.
• Proficiency in Google Calendar and Gmail suite for calendaring, organisation, and presentation creation, editing needs.
• Proficiency with the use of AI to help with travel planning and other administrative tasks.
• Strong relationship management skills; ability to build networks across departments.
• Excellent oral and written communication skills tailored for senior leaders and external partners.
• Ability to synthesise business/customer data into actionable insights for strategic planning.
• Ability to prioritise and thrive in a high-paced environment.

Attributes:

• Ability to work under pressure with shifting priorities while maintaining professionalism.
• Proactive problem-solving capabilities with a focus on delivering results.
• Possess the mental toughness to thrive in environments where the roadmap changes weekly.
• You don't wait for instructions; you anticipate needs three steps ahead and execute with minimal supervision.

Pay Range Transparency

The pay range(s) for this role is listed below and represents the expected salary range for non-commissionable roles or on-target earnings for commissionable roles.

Zone 1 Pay Range: $155,300-$213,500 USD