Senior Executive Assistant

About Our Client

Our client is a for-profit subsidiary of a foundation and the team behind a flagship open-source email and productivity platform used by over 20 million people worldwide. While connected to a broader portfolio, it operates independently in both brand and structure. All products are developed as open source in collaboration with a global community, with a strong focus on privacy, transparency, and user control. The company believes powerful productivity tools should not require sacrificing personal data. With a distributed team of 50+ people across seven countries, the organization is expanding from a single core product into a broader suite of privacy-first productivity tools. Its revenue model blends community donations that keep the core product free with subscription-based cloud services, enabling sustainable growth while maintaining independence from big tech ecosystems.

About The Role: Senior Executive Assistant

As a Senior Executive Assistant, this role will provide high-level, proactive support to two Managing Directors, anticipating needs, prioritizing effectively, and extending the impact and efficiency of executive leadership. This position sits at the center of executive operations, acting as a connective layer across priorities, people, and information to ensure complex initiatives move forward with clarity and momentum. As the sole Executive Assistant in the organization, this role will play a critical part in enabling smooth, coordinated operations while representing executive leadership both internally and externally. The individual will partner closely with HR, Finance, Legal, the Board, and cross-functional teams across a global, remote-first environment. In addition to managing executive scheduling and logistics, this role will support projects, prepare materials and briefings, coordinate governance activities, and drive follow-through on key initiatives. This role is ideal for someone who thrives in a fast-paced, dynamic organization and brings diplomacy, composure, strong judgment, and a solutions-oriented mindset. The ideal candidate is highly organized, an effective listener and communicator, and comfortable navigating complex or sensitive situations with professionalism and discretion. Above all, the individual takes pride in helping leaders and organizations operate at their highest level of effectiveness. This is a full-time, remote position working with colleagues across multiple regions and time zones.

Key Responsibilities

• Act as a connective layer across executive priorities, teams, and information, helping ensure initiatives move forward with clarity, alignment, and follow-through.
• Manage and optimize information flow between executive leadership, their teams, external partners, and across the broader ecosystem, ensuring communication is clear, timely, professional, and aligned with executive priorities.
• Balance and prioritize the competing demands of two Managing Directors, proactively managing trade-offs, sequencing priorities, and ensuring alignment across executive schedules and commitments.
• Support complex, cross-functional initiatives through project coordination, research, preparation of briefs and materials, and tracking action items.
• Lead end-to-end planning and coordination of Board, senior leadership, and other key meetings, including materials preparation, logistics, follow-up, and action tracking to ensure a professional and well-executed experience.
• Work closely with Legal, HR, Finance, and other partners to support governance, planning, onboarding, and organizational coordination.
• Own and manage complex administrative and operational support, including executive calendar strategy, multi–time zone scheduling, domestic and international travel coordination, expense reporting, and executive logistics.
• Handle highly sensitive and confidential information with discretion, sound judgment, and professionalism.
• Support planning and logistics for offsites, work weeks, and other key gatherings.
• Build strong, trust-based relationships across the organization to support collaboration and execution.

Required Qualifications

• 8-10 years of experience providing senior-level executive support in a technology or multi-location organization, supporting one or more senior executives and operating with a high degree of autonomy.
• Experience supporting Board and senior leadership meetings, including end-to-end coordination.
• A demonstrated ability to anticipate needs, take initiative, and operate independently with sound judgment.
• Exceptional organizational skills and attention to detail, with the ability to manage competing and shifting priorities.
• Proven ability to steward highly sensitive and confidential information with discretion, professionalism, and integrity.
• Strong written and verbal communication skills, including experience preparing or editing materials, summaries, or briefing documents for senior stakeholders.
• Proficiency with Google Workspace and collaboration tools, with a mindset toward improving efficiency and processes.
• Comfort working in a remote, asynchronous, globally distributed environment across multiple time zones.
• Experience supporting global teams, with awareness of different cultural working styles.
• Adaptability and resilience in a fast-paced environment, with a thoughtful, solutions-oriented approach.

Preferred Qualifications

• Demonstrated understanding of, or interest in, working within an organization that prioritizes user privacy, trust, and responsible data stewardship.
• Multilingual skills are an asset in supporting a global organization.

Additional Information

This is a full-time remote role that requires strong communication and documentation skills to collaborate effectively across time zones and teams.

Base salaries are benchmarked to local markets at the 60th percentile, with a U.S. salary range of $85,000–$110,000 annually. Candidates with strong skills but less experience may still be considered, with title, level, and compensation adjusted based on qualifications.

In addition to salary, the company offers a comprehensive benefits package designed to support overall well-being.

Work & Career

• Fully remote work & schedule flexibility
• Latest Laptop
• Discretionary Annual Bonus Program
• Monthly Remote Work Stipend
• Annual Professional Development Stipend
• Access to Udemy Learning Platform
• Industry Conferences
• Company All Hands

Rest & Play

• 24 days PTO per year (prorated)
• Your Birthday
• Year-end Company Shutdown
• 9 Wellbeing Days
• Public Holidays
• Other Paid Leave
• Quarterly Wellbeing Stipend for Personal / Family Activities

Health & Family

• 401(k) Pension Contributions
• Health, Dental, & Vision Insurance
• Disability Insurance
• Life Insurance
• Employee Assistance Program
• Paid Parental Leave
• Paid Sick Days

Key skills/competency

• Executive Support
• Administrative Management
• Project Coordination
• Calendar Management
• Board Coordination
• Confidentiality
• Google Workspace
• Global Team Collaboration
• Discretion
• Process Improvement