[Hiring] Executive Assistant @Xsolla

Role Description

We are looking for an Executive Assistant who takes pride in the craft of executive support and brings deep experience, sharp judgment, and genuine ownership to the role. The best candidate will thrive in a fast-paced, highly collaborative, and exceptionally dynamic environment, excited to keep a high-performing leadership team operating at its best.

• Strong organizational and communication skills are essential.
• Proven ability to manage complex calendars, multi-leg international travel, expense reporting, and high-stakes stakeholder communications.
• Ability to anticipate needs before they are voiced and protect executive time with conviction.
• Manage multiple priorities seamlessly.

Responsibilities

• Perform a wide range of administrative and executive support functions, serving as the primary point of contact between the SVP, GSIP Department Leadership Team, and internal/external stakeholders.
• Manage complex, multi-timezone calendars for the SVP and GSIP Department Leadership Team, anticipating needs and resolving conflicts proactively.
• Plan and execute all domestic and international travel end-to-end, including flights, hotels, ground transportation, visa requirements, and detailed itineraries.
• Build travel dossiers and briefing materials that prepare executives for every engagement.
• Prepare and organize meeting agendas, materials, and presentations; record and distribute meeting minutes as required.
• Support the coordination of corporate events, board meetings, and strategic planning sessions.
• Draft, edit, and proofread correspondence, reports, and other documents on behalf of leadership.
• Interpret and communicate executive directives, decisions, and policies to internal stakeholders with clarity and discretion.
• Manage and reconcile expense reports, invoice processing, and administrative budgets as assigned, in accordance with company policy.
• Maintain knowledge of corporate policies and ensure adherence across all administrative processes.
• Manage confidential information with the highest level of professionalism and discretion.
• Anticipate executive needs, identify potential issues, and proactively propose solutions to improve workflow efficiency.
• Identify administrative friction points and recommend process improvements to the Chief of Staff.
• Support ad hoc project coordination and special initiatives as directed by leadership.
• Support team operations to ensure day-to-day efficiency and productivity.
• Maintain shared resources including team calendars, contact databases, filing systems, and documentation repositories.

Qualifications

• Bachelor's degree or equivalent work experience.
• 5+ years as an Executive Assistant with demonstrated depth and longevity.
• Proven expertise in complex calendar management and multi-leg international travel coordination.
• Exceptional written and verbal communication skills, including ability to draft executive-level correspondence independently.
• Proficiency in Google Workspace, Slack, Zoom, MS Office Suite, CRM platforms (Salesforce), and expense management platforms.
• Working knowledge of AI tools in a professional setting.
• High level of professionalism, discretion, and judgment with sensitive and confidential information.
• Ability to manage multiple priorities and stakeholders under tight deadlines.

Preferred

• Experience supporting C-level or SVP-level executives in gaming, technology, or entertainment.
• Familiarity with Atlassian tools (Jira, Confluence).
• Advanced proficiency with AI platforms (Claude, ChatGPT, Gemini) including prompt engineering, workflow automation, and custom AI integrations.
• Experience with international travel logistics including visa coordination across multiple regions.
• Exposure to policy administration or operations support in a fast-paced environment.
• Multilingual capabilities.

Compensation

$70,000 - $90,000 a year. Compensation for this role will be competitive and commensurate with experience and scope.

Benefits

• 100% company-paid medical, dental, and vision plans.
• Unlimited Flexible Time Off.
• A personalized career roadmap for each employee.
• Investment in professional development through training and educational opportunities.
• A supportive environment prioritizing the physical, mental, and emotional well-being of employees and their families.