Executive Administrative Assistant

We are seeking an exceptionally proactive, strategic, and highly organized Executive Administrative Assistant to provide comprehensive support to a Senior Director within our clients innovative Design organization. This team-a dynamic mix of product design, strategy, and scaled systems-is responsible for how millions of people experience and create content across services. This pivotal role is central to the operations of a 400-person global organization (comprising 200 full-time employees, 200+ contractors, and numerous agency partners). The ideal candidate will serve as a strategic and executional partner to the Senior Director, enabling them to lead effectively across a complex web of cross-functional partners including Product, Business, Design, Marketing, and Engineering. You will be instrumental in streamlining his time, managing frequent travel, and fostering seamless communication among many partners to help drive high-impact initiatives.

Description:

This Executive Administrative Assistant position will receive day-to-day supervision from the Chief of Staff for the Senior Director. The primary and exclusive responsibility will be to provide dedicated executive administrative support to the Senior Director, encompassing all calendar management, travel arrangements, and expense reporting. This role will work in very close partnership with the Chief of Staff, collaborating daily to anticipate needs, manage priorities, and ensure seamless operational support for the Senior Director.

• Act as a trusted and strategic partner to the Senior Director, proactively managing and optimizing their time, schedule, and priorities
• Manage an extremely complex, dynamic calendar-anticipating needs, resolving conflicts, and strategically scheduling to maximize productivity
• Coordinate all travel logistics, including flights, hotels, ground transportation, detailed itineraries, and timely expense reporting
• Prepare the Senior Director for all meetings and engagements by gathering necessary materials, conducting preliminary research, and synthesizing information into concise overviews
• Maintain strong relationships with peer executive assistants and key stakeholders
• Facilitate design reviews and team meetings by coordinating scheduling; ensuring complete meeting invitations, clear agendas, and timely meeting notes
• Proactively identify opportunities to streamline administrative processes and implement efficiencies to support the Senior Director and the broader design team
• Handle confidential information with the highest level of professionalism and discretion, demonstrating sound judgment in all situations
• Provide general administrative support as needed, including ordering supplies, managing office space needs, and facilitating team logistics

Key Qualifications:

• 10+ years of executive support experience, with 5+ years supporting Director-level or higher executives in fast-paced environments
• Strategic calendar management expertise: complex multi-time-zone scheduling, conflict resolution, and priority alignment
• Travel coordination mastery: frequent domestic travel, logistics, itineraries, and expense management
• Decision facilitation: ability to synthesize complex information and present clear options for quick decision-making
• Relationship management: strong cross-functional stakeholder engagement and liaison skills
• Communication excellence: superior written and verbal skills, with discretion and the ability to draft on behalf of the executive
• Design acumen: understanding of creative processes and design organization needs
• Independent judgment: autonomous work with minimal guidance; confident advocacy for executive priorities
• Confidentiality & discretion: impeccable integrity when handling sensitive information
• Technical proficiency: Apple Calendar, Mail, Keynote, Pages, Numbers, Quip, Slack
• Adaptability: thrives under pressure in ambiguous, rapidly changing environments
• Availability: occasional after-hours support for critical needs

Education:

• Bachelor's degree or equivalent experience