Executive Administrative Assistant

Summary

The Executive Administrative Assistant serves as a trusted partner and primary point of contact for internal and external stakeholders supporting the Executive Vice President, Product & Engineering. This role is responsible for managing executive priorities, coordinating communications and strategic initiatives, facilitating executive operations, and supporting cross-functional collaboration. The Executive Administrative Assistant will also help drive organizational effectiveness through executive outreach, meeting and event coordination, and oversight of special projects in a fast-paced, highly collaborative environment.

Primary Duties & Responsibilities

• Provide high-level administrative support to the EVP, Product & Engineering including managing complex calendars, coordinating meetings, preparing correspondence, and handling confidential information.
• Coordinate detailed domestic and international travel arrangements, including itineraries, agendas, accommodations, and travel-related documentation.
• Serve as a strategic partner and gatekeeper for executive leadership, ensuring schedules are prioritized, optimized, and aligned with business objectives.
• Facilitate seamless communication between executive leadership and internal departments while building strong cross-functional relationships across the organization.
• Maintain awareness of ongoing business priorities and proactively keep leadership informed of upcoming commitments, issues, and action items.
• Manage competing priorities with professionalism, discretion, urgency, and strong follow-through in a fast-paced environment.
• Plan and coordinate leadership meetings, team offsites, and all-hands events, including logistics, budget tracking, vendor coordination, travel arrangements, agendas, and presentation materials.
• Prepare, maintain, and distribute executive and team materials, including biographies, organizational information, and leadership resources.
• Coordinate business-related meetings and events, including agenda management, note-taking, logistics coordination, and follow-up actions.
• Prepare and submit timely expense reports for executive leadership.
• Conduct miscellaneous research, purchasing, and special projects as needed.
• Partner cross-functionally with teams including Procurement, Legal, Finance, People Operations, Talent Acquisition, and Communications.
• Attend staff meetings and document meeting notes, action items, and follow-ups.
• Actively collaborate with and contribute to the broader administrative support community.
• Provide backup administrative support for other executives and Executive Assistants as needed.
• Offer guidance and support across the administrative team while leading by example through professionalism and collaboration.
• Support additional ad hoc projects and operational initiatives as assigned.

Required Education and Experience

• Bachelor's degree in Business Administration or a related discipline, or equivalent combination of education and relevant work experience.
• 5-10+ years of experience providing executive-level administrative support to C-suite leaders, preferably within a public company or fast-paced corporate environment.

Preferred Education and Experience

• Demonstrated experience providing high-level administrative support in a fast-paced corporate environment.
• Strong knowledge of office management systems, processes, and administrative best practices.

Knowledge, Skills, and Abilities

• Ability to handle highly sensitive and confidential information with professionalism and discretion.
• Exceptional organizational, time management, and prioritization skills with the ability to manage multiple competing demands.
• Strong attention to detail with excellent problem-solving and critical thinking abilities.
• Outstanding written and verbal communication skills.
• Advanced proficiency with Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
• Proven ability to work independently, exercise sound judgment, and proactively anticipate business needs.
• Strong interpersonal skills with the ability to build relationships across all levels of the organization.

Benefits at OneStream
OneStream employees are passionate, hardworking individuals who go above and beyond to keep our customers happy and follow through on our mission statement. They consistently deliver the best and in turn, we make every effort to keep them cared for and happy. A sample of the benefits we provide are:

• Excellent Medical Plan
• Dental & Vision Insurance
• Life Insurance
• Short & Long Term Disability
• Vacation Time
• Paid Holidays
• Professional Development
• Retirement Plan

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