Senior Executive Assistant

This is a fully remote position, open to applicants in Illinois, +1 more state.

📋 Description

• Act as the reliable right hand to the President/GM.

• Handle scheduling, travel arrangements, expenses, and special projects.

• Prioritize incoming requests to safeguard the Executive's focus and personal time.

• Resolve calendar conflicts with minimal escalation.

• Organize IT/AV for meetings, calls, and events involving senior stakeholders.

• Prepare daily and weekly briefings that include agendas, attendee backgrounds, and necessary materials.

• Arrange and book both domestic and international travel, including flights, vehicles, and accommodations.

• Create detailed itineraries that contain confirmations, contact information, and contingency plans.

• Oversee logistics across multiple residences and offices, including seasonal relocations.

• Manage passports, visas, Global Entry, loyalty programs, and travel preferences.

• Monitor trips in real time and make new bookings when plans change.

• Reconcile corporate and personal credit card expenses and submit reports.

• Keep track of invoices, vendor payments, memberships, and subscriptions.

• Maintain travel and event budgets and identify discrepancies.

• Manage the principal's inbox, prioritize messages, draft responses, and highlight important items.

• Draft correspondence and serve as the principal's first point of contact.

• Collaborate with communications, PR, and social media teams on announcements and public appearances.

• Maintain contact lists, gift records, and notes on relationships.

• Coordinate with finance, accounting, and family-office teams as necessary.

⛳️ Requirements

• Over 5 years of experience as an executive assistant in the Tech or Finance sectors.

• At least 3 years of experience supporting a C-suite executive, founder, or high-net-worth principal.

• Advanced proficiency in Google Workspace and/or Microsoft 365.

• Proven expertise in managing complex calendars across different time zones.

• Extensive experience in arranging both domestic and international travel.

• Strong skills in expense management using tools such as Concur, Expensify, Navan, or Ramp.

• Exceptional written and verbal communication abilities.

• Proven discretion in handling highly confidential business and personal information.

• Bachelor’s degree required.

• Strong aptitude for AI technologies, including Claude and ChatGPT (preferred).

• Experience in drafting external correspondence and executive talking points (preferred).

• Familiarity with logistics related to travel between multiple residences (preferred).

• Availability outside standard working hours when travel or urgent issues arise.

• For U.S. non-technical positions, must be a U.S. citizen or national, U.S. permanent resident, or lawfully admitted refugee/asylee due to export-control requirements.

🏝️ Benefits

• Comprehensive medical, dental, and vision coverage.

• Matching 401(k) plan.

• Unlimited paid time off (PTO).

• Paid holidays.

• Parental/adoption leave.

• Legal insurance.

• Home technology stipend.

• Performance bonuses.

• Equity opportunities.

• Flexible work arrangements: onsite, hybrid, or fully remote.