Senior Executive Assistant

The Role

We are looking for a seasoned Executive Assistant to serve as a force multiplier across people, culture, and executive coordination. This is not a task-execution role — it is an ownership role. You will keep the company running smoothly, our people well-supported, and our leadership well-prepared, while also handling select personal and logistical matters for the CEO with discretion and care.

The right candidate brings deep experience supporting complex executives and high-growth organizations, a natural instinct for anticipating needs before they arise, and the entrepreneurial mindset to build systems and processes where none yet exist

What You'll Do

• Serve as a strategic extension of the CEO — owning scheduling, travel, and communications with precision and foresight.
• Manage complex executive calendars, proactively protecting time for high-priority work and ensuring readiness ahead of key meetings.
• Coordinate domestic and international travel with seamless, end-to-end itineraries.
• Draft, edit, and manage high-stakes correspondence on behalf of the CEO, adapting voice and detail level to the audience.
• Manage NDAs and DocuSign agreements coordination end-to-end.
• Prepare materials, briefing notes, and agendas for board meetings and leadership reviews.
• Track and organize sales pipeline activity and follow-through to ensure nothing falls through the cracks.
• Welcome and host interview candidates on-site, creating a strong first impression of Circadia.
• Own the office environment — ensuring it is welcoming, stocked, and operationally smooth at all times.
• Plan and execute team socials, off-site events, and culture-building moments.
• Manage company swag program from selection to distribution.
• Coordinate team catering, including lunch 3x per week and the sandwich bar.
• Handle select personal tasks for the CEO with discretion, reliability, and no friction.
• Manage time-sensitive personal logistics proactively, anticipating needs before they become urgent.

Must-Have Qualifications

• 7+ years of experience as an Executive Assistant supporting C-level executives in complex, fast-moving environments.
• Proven ability to manage multi-faceted personal and professional needs simultaneously with composure and discretion.
• Experience working with entrepreneurial or self-directed executives — you know how to manage up, push back diplomatically, and anticipate needs.
• Startup or high-growth company experience a strong plus; entrepreneurial background welcome.
• Exceptional written communication — you write clearly, adapt to different voices, and know what level of detail each audience needs.
• Highly organized, systems-oriented, and proactive — you build structure rather than waiting to be told.
• Warm, personable, and culturally attuned — people enjoy working with you.
• Tech-savvy: Google Workspace, Slack, Notion, DocuSign, and comfortable learning new tools quickly.