Role Summary:
As Executive Assistant to the CTO, you are the glue, guru, and playmaker for a ~350-person R&D organization spanning Engineering and Product. In this high-impact role, you will act as a trusted right hand, decision-maker, and primary administrative operator for the CTO, while also providing targeted operational and calendar support for other senior R&D leaders across the organization.
You will be the key operational cross-functional connector across Technology. Individual contributors, managers, directors, and executives will look to you for direction. Success in this role requires mastering calendar architecture, proactive problem-solving, project coordination, budget tracking, and building strong relationships across the company.
Key Responsibilities:
Executive Calendar Architecture: Master complex, high-context calendar management for the CTO, balancing shifting priorities, strategic working blocks, and urgent requests.
R&D Leadership Support: Provide high-leverage calendar and operational assistance to key senior R&D leaders (VPs, EVPs, and Chief Architect) on an as-needed basis.
Meeting Operations & Notes: Own coordination, agenda pre-building, notes, and action-item follow-through for core leadership syncs (including TEL, R&D Core, R&D Monthly, and Skip-Level 1:1s).
Context-Driven Agendas: Synthesize background details directly into meeting descriptions ahead of executive 1:1s rather than listing generic titles.
End-to-End Travel Management: Oversee all travel bookings, itineraries, and preferences for the CTO via Navan from start to finish.
Expense & Policy Compliance: Process receipts and expense reports in Ramp, ensuring strict adherence to company policy (e.g., calculating fare differences between premium cabins and standard economy).
Budget Tracking & Visibility: Track the annual training allocations and per-person travel budgets across tribe leaders, while maintaining real-time visibility into offsites via Budget vs. Actual (BvA) trackers.
Demo Day Coordination: Co-host/coordinate the weekly Friday Demo Day program, maintaining multi-tribe rotation calendars and publishing weekly presenter announcements.
Internal Recognition Programs: Administer recurring recognition initiatives (such as the weekly AI Wins program) by managing submission forms, voting tallies, and reward tier logic.
Event Logistics & Offsites: Coordinate logistics for major conferences and leadership offsites, managing attendee tracking, team mapping, badge allocations, and vendor/deposit payments.
Systems Access & Governance: Administer shared Google Drive and Outlook groups, execute weekly new-hire onboarding access workflows, and perform quarterly org-wide access audits across Slack, Google, and Exchange.
Qualifications:
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Experience: 3+ years as an EA supporting VP/C-level executives, ideally in a fast-paced technology, SaaS, or AI environment.
- Prior experience supporting CTO, CPO, or other technology-adjacent team(s)
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Communication Style: Direct, clear, and proactive. Ability to synthesize complex information quickly and communicate clearly across all org levels.
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Tool Proficiency:
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Core Suite: Google Workspace (Sheets, Forms, Docs, Drive), MS Outlook/Exchange, Slack, Zoom.
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Travel & Expense Systems: Navan, Ramp.
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Ops & Collaboration: Guru, Claude/AI tooling, Lattice, Gong.
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Operational Mindset: Highly organized with exceptional attention to detail, strong calendar prioritization skills, and ability to navigate matrixed org structures.
Work Location Expectation: Remote or option to be hybrid/in-office in one the following locations: San Francisco, New York, Chicago, or Salt Lake City
Cool Company Benefits:
- A dynamic, rapidly growing company, focused on helping organizations thrive
- Medical, Dental, & Vision Insurance (for full-time employees)
- Competitive & Fair Pay
- Maternity & paternity leave (for full-time employees)
- Short & long-term disability
- Opportunity to learn from a dedicated leadership team
- Top-of-the-line company swag
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