NEW JOB OPENING
SENIOR EXECUTIVE ASSISTANT
IN San Diego, CA, USA!

Required Skills:

• 7–10+ years of professional administrative experience, with a minimum of 4+ years directly supporting VP-level or C-suite executives

• Advanced Data Management (Excel & Google Sheets): Highly proficient in managing large, complex datasets (eg, headcount planning, budget tracking, CS metrics)

• Must be comfortable using advanced functions such as Pivot Tables, VLOOKUP/XLOOKUP, conditional formatting, and data validation to create clean, readable reports for leadership

• Executive Presentation Design (Google Slides & PowerPoint): Ability to take raw data, meeting notes, or strategic outlines and translate them into polished, executive-ready presentations

• Expertise in utilizing master slides, embedding dynamic charts, and maintaining strict brand/formatting guidelines for All-Hands meetings, Board decks, and Quarterly Business Reviews (QBRs)

• Complex Workspace Architecture (Outlook/Google Workspace/G-Suite): Mastery of the Outlook/Google ecosystem beyond basic email and calendaring

• Experience managing complex calendar delegations across multiple time zones, establishing and managing secure Shared Drives with strict permission protocols (critical for confidential HR data), and utilizing tools like Google Forms for internal team data collection

• AI-Enabled Productivity: Proven experience leveraging Generative AI tools (eg, Gemini, ChatGPT, Copilot) to optimize daily workflows, quickly synthesize long email threads or meeting transcripts, and draft initial communications, applying human judgment to refine the final output

• Collaboration & Communication Hubs: Advanced user of Slack/Microsoft Teams, including setting up workflow automations, managing executive channels, and integrating third-party apps to streamline team communication



Duties:

The "HR Strategy" Core (Confidentiality & Business Acumen)

• Extreme Discretion & Confidentiality: Absolute proven ability to handle highly sensitive information, including organizational design, compensation data, headcount planning, and executive performance reviews, without skipping a beat

• High-Level Business Acumen: The ability to understand the language of both HR (talent cycles, calibrations, employee relations) and Customer Success (churn, retention, Quarterly Business Reviews) to properly prioritize the leaders' time

• Data Handling & Synthesis: Comfort working with messy spreadsheets or raw data

• The ability to pull headcount reports, organize budget data, or format a strategic PowerPoint/Google Slide deck for the VP’s presentations



2. Complex Executive Operations (The "Table Stakes")

• Strategic Calendar "Tetris": Advanced ability to manage complex, shifting, and conflicting calendars for two leaders simultaneously, prioritizing meetings based on strategic business needs rather than first-come, first-served

• Proactive Meeting Architecture: Experience moving beyond just sending invites; actively creating agendas, chasing down pre-reads, ensuring briefing docs are attached, and tracking post-meeting action items

• Flawless Travel & Expense Management: Coordination of domestic and international travel logistics, alongside timely and accurate expense reconciliation



3. Stakeholder Management & Communication

• Diplomatic Gatekeeping: The ability to protect the VP and Director's time with grace and firmness

• Knowing how to say "no" or "not right now" to urgent requests from CS leaders without damaging relationships

• Cross-Functional Liaising: Seamless ability to build relationships across the aisle, specifically with CS Operations, Talent Acquisition, Finance, and the CEO's office

• Exceptional Written & Verbal Communication: Crafting clear, concise, and professional emails, announcements, and Slack/Teams messages on behalf of the leaders



4. Agility & Modern EA Competencies

• Navigating Ambiguity (The "Grey Area"): High tolerance for shifting priorities, last-minute fire drills, and the ability to make confident judgment calls when the leaders are unreachable

• Process Optimization: A sharp eye for identifying administrative bottlenecks and standing up simple, lightweight processes to make the HR Strategy team run more efficiently

• Tech Forward & AI Literacy: Advanced proficiency in the core workspace (Google Workspace or Microsoft 365), plus a demonstrated willingness to leverage modern tools (including AI) to summarize notes, draft communications, and drive efficiency

• **Only those lawfully authorized to work in the designated country associated with the position will be considered.**

• **Please note that all Position start dates and duration are estimates and may be reduced or lengthened based upon a client’s business needs and requirements.**