Senior Executive Assistant

Role Overview

• Help run efficient Executive Office operations and processes within CHT, and participate in multiple internal departmental and team meetings
• Manage intricate scheduling and logistics in collaboration with internal team and external contacts, including meetings, agendas, and briefing materials
• Create Google calendar events, ensuring correct links, time zones, attendees, pre-reads, and tech setup are accurate
• Frequently reschedule shifting commitments, meetings, and travel, oftentimes at the last minute
• Acts as primary gatekeeper for inbound scheduling requests, then route to Tristan’s Principal Liaison for strategic review as necessary
• Arrange domestic and international travel, build out detailed itineraries, and track and submit expenses in a timely manner
• Draft documents, emails, and direct correspondence on Tristan’s behalf and in his voice
• Provide coverage for CHT Executive Office team members when they are OOO
• Partner with Tristan’s Principal Liaison to maintain focus on top priorities while balancing complex, evolving opportunities and logistics
• Proactively build out Tristan’s calendar architecture and manage his schedule accordingly to reflect top priorities
• Allocate and honor necessary focus time to enable deep thinking and execution of core responsibilities
• Monitor and triage Tristan’s inbox, serving as air traffic controller for time-sensitive and high-priority information
• In partnership with his Principal Liaison, maintain a project management system across Tristan’s work, delivering and receiving regular updates on progress, risks, schedules, and timelines to ensure alignment and accountability
• Help Tristan maintain strategic momentum, unblock priorities, and drive consistent execution
• Regularly participate in CHT departmental and team meetings to help move Tristan’s organizational responsibilities forward
• Own the end-to-end logistics of Tristan’s media appearances, speaking engagements, and participation in events: scheduling, travel, coordination with all parties, prep work, briefing materials, on-the-ground logistics, run-of-show, debriefs, and downloads
• Help capture and transform Tristan's new CHT project ideas into clear initiatives, briefs, and greenlighting documents through discovery, analysis, and distillation of multifaceted information
• Communicate with external partners on scheduling availability, timing, and holds
• Assess and advocate for solutions to Tristan that serve the best interests of CHT using problem-solving and strategic influence, and raise flags around misalignment
• Be Tristan’s eyes and ears across CHT: coordinate with internal teams, understand cross-departmental relationships and priorities, and advance Tristan's key responsibilities
• Update and maintain the Hubspot CRM system for Tristan’s contacts: contact records, meetings, downloads, email correspondence, follow-ups, and action items
• Be fluent in open communication, empathy, and emotional intelligence

Requirements

• Have 5+ years of prior experience as a Senior Executive Assistant or Senior Project Manager supporting C-level executives, especially in a fast-moving startup environment
• A passion for the prospect of using technology humanely
• Have excellent written and verbal communication skills with an authentic, friendly, concise email writing voice and executive presence
• Be organized, detail-oriented, great at project management, and have a passion for managing many moving pieces in a rapidly changing environment
• Value open communication, empathy, and emotional intelligence
• Ask great questions, show curiosity, have an eagerness to learn quickly, and be open to feedback
• Be a proactive problem solver who can take initiative and isn’t afraid to find ways to do things better
• Be at home working with software systems: AI, Google Workspace, Slack, Hubspot, and Asana
• Be available and responsive during Pacific Coast working hours (within 15 minutes for DM, within 2 hours for email), with flexibility during certain sprint times to respond to high-priority messages during weekends
• Flexible, adaptable team player who enjoys collaboration and working with others
• Comfort with ambiguity and creativity in your approach to problem-solving

Benefits

• Medical insurance, dental insurance, and vision insurance
• CHT covers 99-100% of the premium
• 401K plan with 4% match (if based in the United States)
• Unlimited paid time off, with a recommended minimum of three weeks per year
• Flexible working hours
• Regular team retreats