Senior Executive Assistant

Who you are

• This role is ideal for someone who thrives in a fast-paced, high-growth environment, handles confidential matters with discretion, and takes pride in keeping a leadership team organized and focused
• The ideal candidate is resourceful, adaptable, and experienced in supporting several senior executives at once, with the judgment to prioritize competing requests and anticipate needs
• 8+ years as an Executive Assistant, including at least 3 years supporting multiple C-level executives at the same time
• Exceptional organizational skills and sound judgment in prioritizing competing requests across multiple executives
• Strong verbal and written communication skills
• Possess a high level of discretion, professionalism, and confidentiality
• Proficiency in Microsoft Office/Google Suite (Word, Excel, PowerPoint, Sheets, Slides, etc.) and collaboration, travel, and management tools such as Slack, Zoom, and Ramp expense tool or similar
• Ability to work independently and take initiative
• Strong problem-solving and decision-making skills
• Experience planning executive offsites, board meetings, and company events.
• Experience supporting a board of directors, including board meeting scheduling, materials logistics, and board member communications
• Experience at a venture-backed, high-growth B2B software or infrastructure company
• Bachelor’s degree preferred

What the job involves

• We are seeking an experienced, proactive, and detail-oriented Senior Executive Assistant to support Spectro Cloud’s executive team: the CEO, CRO, CFO, CTO, CDO and CMO
• Five of the six executives work from our San Jose office, and the CRO is based on the East Coast
• This role requires in-office presence of at least 3 days per week, with additional days as needed to support meetings, events, and business priorities
• Manage complex, frequently changing calendars for the CEO, CRO, CFO, CTO, CDO and CMO, prioritizing meetings and resolving conflicts across time zones
• Triage inboxes and manage correspondence for executives as needed, drafting replies and flagging priority items
• Coordinate executive staff meetings, including agendas, pre-reads, notes, and follow-up on action items
• Coordinate board of directors and committee meetings, including scheduling, materials logistics, and board member communications, in partnership with the CEO, CFO and Legal
• Coordinate domestic and international travel arrangements, including flights, accommodations, transportation, and detailed itineraries
• Prepare, reconcile, and submit expense reports accurately and in a timely manner
• Handle confidential documents and sensitive information with the highest level of discretion and ensure adherence to information security practices
• Assist with special projects, research, and strategic initiatives as assigned by leadership
• Liaise professionally with key stakeholders, including clients, vendors, board members, investors, and their staff, as necessary
• Support preparation of reports, presentations, and executive communications
• Serve as the point of contact for executive visitors to the San Jose office, ensuring a professional and welcoming experience, and partner with IT Ops, which owns facilities and office operations, on related needs
• Coordinate catering and hospitality for board meetings, executive meetings, and on-site customer, partner, and investor visits
• Plan and execute executive offsites, quarterly business reviews, all-hands meetings, and select company events
• Track executive team travel and event spend against budget, partnering with Finance