[Hiring] Executive Assistant @Offsec Services

Role Description

We are looking for a highly organized, proactive, and discreet Executive Assistant to keep our leaders' time, meetings, events, and travel running smoothly. You will own calendars, coordinate internal and external meetings from invitation to follow-up, plan company events, and arrange business travel for executives and team members. You will work closely with the leadership team, employees, and external partners, and be the person everyone relies on to make the logistics just work.

Key Responsibilities

• Calendar management:
  • Own and manage executive calendars: schedule, prioritize, and resolve conflicts across multiple time zones.
  • Protect focus time and ensure each calendar reflects current business priorities.
  • Anticipate scheduling needs around travel, deadlines, and recurring commitments, and plan buffer time accordingly.
  • Handle last-minute changes and reschedules quickly, keeping all participants informed.
  • Maintain shared team calendars for key dates, leave, holidays, and company-wide events.
• Internal and external meetings:
  • Schedule and coordinate internal meetings, including leadership team meetings, one-on-ones, and cross-functional sessions.
  • Arrange external meetings with clients, partners, candidates, and board members, managing invitations and confirmations.
  • Book meeting rooms, video conferencing links, and catering, ensuring all logistics are ready and changes are up to date on the calendar for all participants.
• Event coordination:
  • Help with company events including offsites, cross-functional meetings, and leadership or board meetings.
  • Source and manage venues, caterers, and suppliers; negotiate quotes and stay within budget.
  • Build event timelines, attendee lists, and manage invitations and RSVPs.
  • Coordinate on-the-day logistics and act as the main point of contact for suppliers and attendees.
• Travel arrangements:
  • Plan and book end-to-end business travel for executives and team members, including trainers, employees, and guests or contractors.
  • Book flights, hotels, and ground transport in line with company travel policy, and handle changes or disruptions.
  • Prepare detailed itineraries with contingency plans and key contact details.
  • Manage visa applications: confirm requirements, prepare supporting documents, coordinate with travel agencies, and track status.
  • Maintain a tracker of passport validity and visa expiry dates for frequent travelers.
• Administrative support and confidentiality:
  • Act as a point of contact for scheduling and logistics requests, routing or responding as appropriate.
  • Draft emails, meeting invitations, and internal announcements.
  • Handle sensitive business, HR, and personal information with complete discretion.

Qualifications

• 3+ years of experience as an Executive Assistant, Office Coordinator, event planner, or in a similar administrative role.
• Proven track record of managing complex, fast-changing calendars across time zones.
• Hands-on experience coordinating internal and external meetings and planning corporate events.
• Experience arranging international business travel, including flights, hotels, and visa applications.
• Excellent written and spoken English, with the ability to draft professional correspondence independently.
• Advanced proficiency in Google Workspace or Microsoft 365 (calendar, email, docs, slides, spreadsheets).
• Demonstrated discretion with confidential and sensitive information.
• Extremely organized and attention to detail.
• Ability to work in a remote setting, a self-starter, a go-getter, think-of-box approach to issues that come up unexpectedly.
• Bachelor's degree in business administration or a related field, or equivalent experience.

Preferred

• Experience supporting senior executives at a global or fast-growing company.
• Experience organizing offsites, leadership meetings, or events with stakeholders.
• Familiarity with collaboration and project management tools such as Slack or Jira.
• Familiarity with travel booking platforms.

Skills and Competencies

• Calendar and priority management: Keeps calendars accurate and balanced, and knows what needs attention now, what can wait, and what can be delegated.
• Organization and attention to detail: Juggles many meetings, events, and trips at once without dropping details.
• Event planning: Turns a brief into a well-run event, on time and on budget.
• Anticipation: Thinks a step ahead, preparing agendas, materials, and contingency plans before they are needed.
• Written communication: Drafts clear, polished invitations, emails, and announcements.
• Professional presence: Represents the company well with executives, clients, partners, and stakeholders.
• Problem solving: Handles flight cancellations, double bookings, and last-minute changes calmly and quickly.
• Discretion and integrity: Handles confidential business and personal matters with complete trust.
• Follow-through: Tracks commitments and action items and makes sure they close.
• Relationship building: Works smoothly with teams across the company, time zones, and cultures.

How Success is Measured

• Calendars run smoothly, with proactive monitoring of changes to events from participants and few conflicts and time protected for top priorities.
• Meetings start on time with rooms, links, agendas, and materials ready in advance.
• Events are delivered on time and within budget, with positive attendee feedback.
• Every traveler has valid visas and confirmed bookings before departure, within policy and budget.
• Scheduling and logistics requests are handled quickly, and nothing important slips through.

Working Conditions

This role is a full-time salaried position. Work hours for this position are flexible and will be performed from a home office.

EEO

OffSec provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.