Senior Executive Assistant - Koalafi

What You'll Do

We are seeking a highly organized and self-motivated Executive Assistant with experience supporting multiple senior level executives. This role provides comprehensive support to a group of 6+ senior leadership team members primarily with scheduling/calendar management, expense compliance/reimbursement, and travel. The ideal candidate will demonstrate exceptional attention to detail, judgement, independence, and the ability to handle multiple tasks and projects with efficiency and discretion. 

Calendar Management: 

• Efficiently manage and coordinate the calendars of executives, including scheduling meetings, appointments, and events.
• Proactively anticipate scheduling conflicts and provide timely support/updates as needed.
• Ensure executives are well-prepared for meetings with relevant materials (including lunch orders for in person meetings/interviews).

Travel Coordination: 

• Arrange domestic and international travel, including flights, accommodations, transportation, and itineraries.
• Monitor travel schedules to accommodate changes and emergencies, ensuring seamless travel experiences.
• Handle travel-related expenses and reconcile travel costs promptly.

Expense Management: 

• Process expense reports accurately and efficiently, adhering to company policies.
• Track and manage reimbursements, ensuring timely submission and approval in Airbase.

Communication and Correspondence: 

• Act as a point of contact between executives and internal/external stakeholders.
• Draft, review, and manage correspondence, emails, and other communications on behalf of executives.
• Ensure that all communications are handled with the highest level of confidentiality and professionalism.

Project Management: 

• Support ad-hoc requests and projects.

Administrative Support 

• Maintain organized and up-to-date filing systems, both electronic and physical.

Office Management: 

• Manage WeWork suite with supplies ensuring the smooth operation of the office.
• Support ad hoc technical support with Owl conferencing, printer issues, and TV.

About You (Qualifications)

• Minimum of 5-7 years of experience as an Executive Assistant or in a similar administrative role – preferably in a professional services industry.
• Proven experience managing calendars, travel arrangements, and expense reports for multiple executives.
• Strong organizational skills with the ability to prioritize tasks and manage time effectively.
• Excellent communication skills, both written and verbal, with attention to detail.
• Ability to work independently, exercise good judgment, and handle confidential information with discretion.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and experience with expense management software.
• Familiarity with travel booking tools and platforms.
• High level of professionalism and a proactive, solution-oriented mindset.
• Ability to thrive in a fast-paced environment and manage multiple priorities.
• Strong interpersonal skills with the ability to build relationships and work collaboratively with team members and executives.
• Bachelor's degree or equivalent experience preferred.