Senior Executive Assistant

What You'll Do

• Executive Calendar & Meeting Management: Own the COO's global calendar with independent prioritization, enforce meeting protocols (agendas 24hrs advance, prep materials, follow-ups), act as confident gatekeeper, maintain schedule discipline with proactive reminders and time management, and coordinate with Chief of Staff 
• Strategic Relationship & CRM Management: Build and maintain comprehensive CRM tracking which houses thousands of contacts (investors, board, customers, partners), proactively manage touchpoints with reminders for birthdays/strategic outreach, send timely follow-ups without prompting, and identify relationship cultivation opportunities aligned with strategic priorities
• Complex Global Travel Coordination: Manage intricate international/domestic travel across multiple time zones (50% travel to NYC, LA, London, Hamburg, Warsaw, Amsterdam, Porto, Mumbai, Tokyo, Taipei, Sydney) with comprehensive 48-hour pre-departure briefings, visa/compliance handling, and strategic meeting layering to maximize ROI
• Strategic Support & Cross-Functional Coordination: Facilitate COO signatures/approvals with deadline tracking, maintain secure filing systems with Legal/Finance/IT, support Chief of Staff on board/investor preparation and cross-functional initiatives, and provide weekly status updates on outstanding items
• Salon Dinner Series Execution: Design and execute monthly strategic dinners including guest curation, venue selection, RSVP management, and preparation of COO briefings on attendees with conversation starters and objectives, while tracking post-dinner follow-ups and opportunities
• Proactive Personal & Professional Support: Manage health/fitness appointments, ensure professional readiness for impromptu appearances, proactively handle wellness needs (food ordering during packed days), and maintain COO's overall effectiveness through anticipatory support

Who You Are

• Master Prioritizer with Strategic Judgment: Independently distinguish urgent vs. important vs. "can wait" aligned with company objectives, comfortable saying no to senior leaders when misaligned, understand the "why" behind decisions and extrapolate without needing everything spelled out, and ruthlessly protect what matters most.
• Proactive Communicator & Assertive Enforcer: Over-communicate early and often, push information proactively without being asked, chase RSVPs and enforce punctuality/meeting protocols, close all loops so nothing falls through cracks, and aren't afraid to be the "bad cop" for schedule integrity (including physically interrupting meetings)
• Relentlessly Detail-Oriented & Systematic: Build checklists, reminders, and scalable systems to catch everything, verify agendas exist and follow up on calendar acceptances without prompting, triple-check details to prevent errors, maintain organized inbox/files with prioritized to-do lists, and juggle multiple workstreams with meticulous attention.
• Intuitive Self-Starter with Contextual Awareness: Anticipate needs three steps ahead, read between lines and pick up unspoken cues, propose solutions (not just surface problems), understand how COO time connects to company priorities, and be the person others rely on for flawless complex planning
• Diplomatically Assertive Relationship Builder: Say no gracefully while being protective of COO time, navigate politics and conflicts with tact, genuinely enjoy cultivating relationships and connecting people, remember details for meaningful interactions, design experiences (dinners) that facilitate authentic connection, and read room dynamics with social awareness
• Adaptable Professional with Technical Excellence: Thrive in fast-changing environments with rapid context-switching and on-the-fly reprioritization, handle sensitive information (salary, board materials, M&A, personal matters) with absolute integrity and discretion, proficient in CRM systems and expert in Google Workspace, and create polished executive presentations while maintaining composure under pressure
• 7+ Years Experience in High-Growth Environments: Executive Assistant background in fast-paced startup/scale-up environments supporting C-level executives, proven expertise managing chronically late executives on schedule, complex international travel/visa coordination across global time zones, board meeting and investor relations coordination, managing CRM systems at scale, and coordinating executive events with highly responsive communication style and flexible availability.

Client-provided location(s): San Francisco, CA

Job ID: 66871bc8-af2d-434b-ab13-75412bb19576

Employment Type: OTHER

Posted: 2026-02-05T20:36:58