Sr. Executive Assistant

About The Role

Our client is seeking a highly experienced Senior Executive Assistant to provide comprehensive support to their Chief Operating Officer (COO). This role is ideal for someone with extensive experience supporting senior leaders in fast-paced, high-growth environments—particularly within global software or technology organizations. As a trusted partner to the COO, you will play a pivotal role in operationalizing strategic initiatives, managing complex scheduling needs, and driving cross-functional collaboration across departments such as Sales, Marketing, Engineering, People, and Product. You will also oversee the planning and execution of strategic events and community-building initiatives for the team.

In addition to these responsibilities, this role requires expertise in managing global travel logistics and customer engagement planning to maximize the COO’s impact during business trips.

The Impact You Will Have:

• Ensure the COO is fully prepared for all meetings with an accurate, forward-looking calendar.
• Proactively manage and prioritize the COO’s schedule to optimize productivity.
• Coordinate with internal and external stakeholders to ensure timely responses and seamless communication.
• Enhance the COO’s efficiency by streamlining workflows, enabling a more productive team and company.
• Execute strategic initiatives with precision, delivering measurable outcomes.
• Curate customer engagement plans for business travel to ensure maximum impact.

Responsibilities:

Calendar Management

• Organize all meetings, including team meetings, customer engagements, and internal business partner discussions across international time zones.
• Build and maintain records of all meeting requests while adhering to strict SLAs for responses.
• Ensure all meeting invites include detailed agendas and relevant materials for effective discussions.

Global Travel Planning

• Manage complex global travel arrangements for the COO, who travels at least one week per month (domestic or international).
• Coordinate with account teams to curate customer meetings during trips. This includes identifying strategic accounts, ensuring alignment with senior customer stakeholders, reviewing account spending data, and defining meeting objectives.
• Handle end-to-end travel logistics while maintaining attention to detail in itineraries.

Cross-Functional Collaboration

• Act as a liaison between the COO and senior leadership across departments to address ongoing projects and issues.
• Track multiple threads (meetings/projects) across various functions and ensure timely follow-ups.

Event Management

• Plan offsite meetings, events, and programs in support of the COO and their team.

Administrative Support

• Provide coverage for other executive staff members during absences (e.g., PTO or maternity leave).
• Assist in preparing expense reports promptly.

Competencies:

• Experience: Minimum of 10+ years of executive administrative experience supporting senior leaders in global software or technology organizations.
• Proven expertise in managing global travel logistics for executives.
• Experience working with VPs/SVPs overseeing large teams (2,000+ employees) in technical roles such as engineering or customer-facing functions.
• Familiarity with high-growth environments and hyper-scaling companies.
• Skills:
• Exceptional organizational skills with a high level of attention to detail.
• Proficiency in Google Calendar and Gmail for advanced calendaring needs.
• Strong relationship management skills; ability to build networks across departments.
• Excellent oral and written communication skills tailored for senior leaders and external partners.
• Ability to synthesize business/customer data into actionable insights for strategic planning.
• Attributes:
• Ability to work under pressure with shifting priorities while maintaining professionalism.
• Proactive problem-solving capabilities with a focus on delivering results.

Location: San Francisco Bay Area

Note:

“We are not the EOR (Employer of Record) for this position. Our role in this specific opportunity is to connect outstanding candidates with a top-tier employer. Swooped helps candidates around the world to discover and stay focused on the jobs they want until they can complete a full application in the hiring company career page/ATS.”

About The Role

Our client is seeking a highly experienced Senior Executive Assistant to provide comprehensive support to their Chief Operating Officer (COO). This role is ideal for someone with extensive experience supporting senior leaders in fast-paced, high-growth environments—particularly within global software or technology organizations. As a trusted partner to the COO, you will play a pivotal role in operationalizing strategic initiatives, managing complex scheduling needs, and driving cross-functional collaboration across departments such as Sales, Marketing, Engineering, People, and Product. You will also oversee the planning and execution of strategic events and community-building initiatives for the team.

In addition to these responsibilities, this role requires expertise in managing global travel logistics and customer engagement planning to maximize the COO’s impact during business trips.

The Impact You Will Have:

• Ensure the COO is fully prepared for all meetings with an accurate, forward-looking calendar.
• Proactively manage and prioritize the COO’s schedule to optimize productivity.
• Coordinate with internal and external stakeholders to ensure timely responses and seamless communication.
• Enhance the COO’s efficiency by streamlining workflows, enabling a more productive team and company.
• Execute strategic initiatives with precision, delivering measurable outcomes.
• Curate customer engagement plans for business travel to ensure maximum impact.

Responsibilities:

Calendar Management

• Organize all meetings, including team meetings, customer engagements, and internal business partner discussions across international time zones.
• Build and maintain records of all meeting requests while adhering to strict SLAs for responses.
• Ensure all meeting invites include detailed agendas and relevant materials for effective discussions.

Global Travel Planning

• Manage complex global travel arrangements for the COO, who travels at least one week per month (domestic or international).
• Coordinate with account teams to curate customer meetings during trips. This includes identifying strategic accounts, ensuring alignment with senior customer stakeholders, reviewing account spending data, and defining meeting objectives.
• Handle end-to-end travel logistics while maintaining attention to detail in itineraries.

Cross-Functional Collaboration

• Act as a liaison between the COO and senior leadership across departments to address ongoing projects and issues.
• Track multiple threads (meetings/projects) across various functions and ensure timely follow-ups.

Event Management

• Plan offsite meetings, events, and programs in support of the COO and their team.

Administrative Support

• Provide coverage for other executive staff members during absences (e.g., PTO or maternity leave).
• Assist in preparing expense reports promptly.

Competencies:

• Experience: Minimum of 10+ years of executive administrative experience supporting senior leaders in global software or technology organizations.
• Proven expertise in managing global travel logistics for executives.
• Experience working with VPs/SVPs overseeing large teams (2,000+ employees) in technical roles such as engineering or customer-facing functions.
• Familiarity with high-growth environments and hyper-scaling companies.
• Skills:
• Exceptional organizational skills with a high level of attention to detail.
• Proficiency in Google Calendar and Gmail for advanced calendaring needs.
• Strong relationship management skills; ability to build networks across departments.
• Excellent oral and written communication skills tailored for senior leaders and external partners.
• Ability to synthesize business/customer data into actionable insights for strategic planning.
• Attributes:
• Ability to work under pressure with shifting priorities while maintaining professionalism.
• Proactive problem-solving capabilities with a focus on delivering results.

Location: San Francisco Bay Area

Note:

“We are not the EOR (Employer of Record) for this position. Our role in this specific opportunity is to connect outstanding candidates with a top-tier employer. Swooped helps candidates around the world to discover and stay focused on the jobs they want until they can complete a full application in the hiring company career page/ATS.”