The posting
Position Summary
The Executive Assistant is a strategic administrative and operational partner who provides high-touch, proactive support across a high-impact dual mandate:
1. Direct executive support to Senior Leadership within the Customer Business Operations (CBO) organization, driving business rhythms, project coordination, presentation creation and communications, and day-to-day administrative excellence.
2. Operational co-pilot to the Senior Executive Assistant to the CEO, assisting with executive operations, CEO scheduling and visitor logistics, and special executive projects.
This role goes beyond traditional calendar and travel coordination; it requires strong project coordination skills to track strategic operational initiatives, as well as advanced presentation design capabilities to craft executive-ready decks for business reviews, all-hands meetings, and leadership forums. The ideal candidate exercises exceptional judgment, independent initiative, emotional intelligence, and absolute discretion with confidential information.
Primary Duties & Responsibilities
Customer Business Operations Senior Leadership Support
- Executive Calendar & Time Management: Proactively manages complex, shifting calendars across multiple time zones; anticipates conflicts, prioritizes critical meetings, and protects focus time for strategic priorities.
- Travel & Itinerary Management: Coordinates comprehensive domestic and international travel arrangements—including flights, accommodations, ground transportation, and detailed trip dossiers. As well as processing visas as needed.
- Meeting Orchestration & Briefing: Prepares leaders for daily engagements by assembling agendas, pre-reads, briefing materials, and background context. Attends key staff meetings to capture minutes, action items, and follow-through deliverables.
- Executive Bandwidth Optimization: Supports leaders with high-priority ad-hoc tasks, logistics, and professional convenience requests (e.g., managing off-schedule appointments, coordinating specialized itineraries, and managing sensitive personal-professional crossover logistics) to ensure seamless day-to-day focus.
- Expense & Budget Administration: Prepares and reconciles complex monthly expense reports accurately and promptly in compliance with company travel and expense policies. Coordinates vendor purchase orders, invoices, and departmental paperwork as needed.
Project Management & Operational Rhythm
- Cross-Functional Initiative Tracking: Partners with CBO leadership to monitor operational deliverables, tracking milestones and dependencies for critical initiatives (e.g., Quarterly Business Reviews, operational planning cycles, and system rollouts).
- Gather, organize, and store all versions of presentations and related materials in storage drive (i.e. Google Drive).
- Workstream Accountability: Establishes and maintains project tracking boards (using Asana, Smartsheet, or Google Sheets), following up with cross-functional stakeholders on commitments and escalating bottlenecks.
- Process Optimization: Identifies opportunities to streamline administrative workflows, standardizes operational procedures, and creates reusable templates to improve organizational efficiency.
Executive Presentation Design & Communications
- Presentation Development & Storyboarding: Builds, designs, and refines high-visibility presentations in Google Slides and PowerPoint for executive staff meetings, QBRs, all-hands, and customer operations reviews.
- Data Visualization & Synthesis: Translates complex operational metrics, pipeline data, and business roadmaps into clean, visually engaging charts, frameworks, and summary slides.
- Executive Communications: Drafts, reviews, and edits internal memos, announcements, and leadership correspondence, ensuring a polished tone and consistent corporate branding.
Office of the CEO & Sr. Executive Assistant Collaboration
- Executive Office Operations: Partners closely with the Senior Executive Assistant to the CEO to maintain flawless day-to-day operations across the executive suite.
- Executive Visitor Experience: Greets, screens, and hosts C-suite guests, board members, and external VIPs with high professionalism and warmth.
- CEO Scheduling & Logistics Alignment: Coordinates with the CEO’s Senior Executive Assistant to align joint leadership meetings, executive committee sessions, and offsite events.
- CEO Special Projects: Executes administrative assignments and personal assistant requests directed by the CEO’s Senior Executive Assistant, maintaining strict confidentiality at all times.
- Office & Inventory Management: Oversees executive conference room readiness, technology setups, executive catering, and supplies inventory.
Modern Tech Stack, Automation & AI Enablement
- Generative AI & Productivity Tools: Leverages modern AI tools (e.g., Gemini, Microsoft Copilot) to accelerate research, draft meeting recaps, summarize lengthy documents, and optimize daily workflows.
- Digital Collaboration & Automation: Utilizes workflow automation (e.g., Google Workspace macros/apps) and cloud collaboration platforms (Zoom, Google Workspace, Drive) to keep remote and hybrid teams connected.
Qualifications & Competencies
- Experience: 5+ years of progressive experience supporting VP, SVP, or C-suite executives in a fast-paced, matrixed corporate or technology environment.
- Project Management: Demonstrated experience coordinating project deliverables, maintaining action item registers, and facilitating cross-functional follow-through.
- Presentation Skills: Advanced ability in Google Slides and Microsoft PowerPoint, with a strong eye for visual hierarchy, formatting consistency, and executive readability.
- Software Proficiency: High proficiency in Google Workspace (Docs, Sheets, Slides, Drive, Gmail, Calendar) and Microsoft 365 (Word, Excel, Outlook), Adobe Acrobat, and collaboration platforms.
- Communication & Presence: Superior verbal and written communication skills; demonstrated confidence and tact when engaging with executives, peers, and external partners.
- Discretion & Judgment: Proven track record handling highly sensitive personal, operational, and financial information with flawless confidentiality.
- Adaptability: High agility and calm composure under shifting deadlines, with the ability to balance competing priorities across multiple senior stakeholders.
Education & Certification
Education: Bachelor’s Degree preferred, or equivalent practical work experience.
Certifications (Desirable): CAP (Certified Administrative Professional), CAPM (Certified Associate in Project Management), or formal training in executive presentation design.
About Us:
Cloud Software Group is one of the world’s largest cloud solution providers, serving more than 100 million users around the globe. When you join Cloud Software Group, you are making a difference for real people, each of whom count on our suite of cloud-based products to get work done — from anywhere. Members of our team will tell you that we value passion for technology and the courage to take risks. Everyone is empowered to learn, dream, and build the future of work. We are on the brink of another Cambrian leap -- a moment of immense evolution and growth. And we need your expertise and experience to do it. Now is the perfect time to move your skills to the cloud.
Cloud Software Group is firmly committed to Equal Employment Opportunity (EEO) and to compliance with all federal, state and local laws that prohibit employment discrimination. All qualified applicants will receive consideration for employment without regard to age, race, color, creed, sex or gender, sexual orientation, gender identity, gender expression, ethnicity, national origin, ancestry, citizenship, religion, genetic carrier status, disability, pregnancy, childbirth or related medical conditions (including lactation status), marital status, military service, protected veteran status, political activity or affiliation, taking or requesting statutorily protected leave and other protected classifications.
If you need a reasonable accommodation due to a disability during any part of the application process, please contact us via the Bridge portal for assistance.
