Executive Assistant & Operations Project Lead

Monday - Friday 8:00am to 5:00pm PST

JOB SUMMARY

We are seeking an experienced, tech-forward Executive Assistant & Operations Project Lead to partner directly with executive leadership. This role goes beyond traditional administrative support; you will act as a force multiplier for the executive team by managing C-suite logistics, driving operational special projects, overseeing digital/web enhancements, and ensuring cross-functional alignment between leadership, product, engineering, and finance teams. The ideal candidate brings a blend of administrative excellence, systems-level thinking, and project management rigor to keep complex organizational initiatives moving smoothly from concept to execution.

ESSENTIAL DUTIES AND RESPONSIBILITES

Executive Operations & C-Suite Support

• Serve as the primary operational partner to C-suite executives, managing complex, fluid calendars, priority inbox triage, and multi-leg domestic and international travel logistics.
  
• Plan, facilitate, and document executive leadership meetings, board of directors' sessions, and cross-departmental standups, ensuring action items are tracked to completion.
  
• Draft, edit, and proofread executive communications, technical reports, presentation decks, and strategic briefs for internal and external stakeholders.
  
• Handle high-level corporate event planning, including executive retreats, team offsites, board meetings, and client hospitality functions.
  

Website Maintenance & Digital Operations

• Serve as the administrative liaison for digital touchpoints, supporting website enhancement initiatives and content updates in collaboration with design and development teams.
  
• Organize digital assets, gather site update requirements, review staging environments for quality control, and track web development project timelines.
  
• Coordinate external agency partners, freelance developers, and internal technical staff to ensure web deliverables match corporate branding and functional specifications.

Special Projects & Workflow Optimization

• Lead high-priority operational projects from initial scoping through final rollout and post-launch evaluation.
  
• Evaluate existing administrative and business processes, identifying bottlenecks and implementing streamlined Standard Operating Procedures (SOPs).
  
• Leverage modern productivity platforms, workflow automation, and AI tools to eliminate manual administrative overhead across departments.
  
• Coordinate cross-functional deliverables across engineering, product, marketing, and finance teams to ensure key company milestones stay on schedule.

Financial & Vendor Administration

• Oversee executive expense management, invoice processing, and departmental budget tracking utilizing enterprise tools (e.g., SAP, Concur).
  
• Manage vendor contracts, procurement tracking, billing reconciliation, and third-party administrative relationships.
  
• Perform financial data reconciliation, audit reviews, and budget forecasting support for executive reporting.

 JOB KNOWLEDGE & QUALIFICATIONS

 REQUIRED QUALIFICATIONS

• Experience: 4+ years of experience in high-level Executive Support, Operations Management, Project Coordination, or Systems Analysis within a fast-paced environment (tech, fintech, or corporate operations preferred).
  
• Executive Administrative Mastery: Demonstrated expertise in C-suite calendar management, board relations, event planning, and complex travel coordination.
  
• Project Management Skills: Proven ability to manage roadmaps, track project metrics, lead cross-functional initiatives, and hold teams accountable to deadlines.
  
• Technical & Web Aptitude: Proficiency with Google Workspace/Microsoft 365, enterprise ERPs (SAP/Concur), productivity tools, and familiarity with content management systems (CMS) or web development workflows.
  
• Communication & Discretion: