Executive Assistant & Travel Manager

About The Role

Our client is seeking an Executive Assistant and Travel Manager to support its leadership team by managing daily operations, coordinating executive schedules, and overseeing business travel arrangements. This role is ideal for an organized, proactive professional who can anticipate needs, manage multiple priorities, and handle confidential information with discretion.

This is a remote position based in the Eastern Time Zone of the USA.

Key Responsibilities

Executive Support

• Provide comprehensive administrative support to the CRO, including calendar management, email coordination, and meeting scheduling.
• Act as a liaison between executives and internal/external stakeholders.
• Assist in preparing meeting agendas, presentations, and other materials for executive meetings.
• Handle confidential information with professionalism and discretion.
• Coordinate and organize team events, internal meetings, and company-wide initiatives.
• Manage communications, prioritize tasks, and respond on behalf of executives when needed.

Travel Management

• Oversee all aspects of business travel, including booking flights, hotels, ground transportation, and arranging itineraries.
• Ensure travel arrangements are cost-effective, aligned with company policies, and in line with executives’ preferences.
• Manage post-trip expenses, including reconciliation and submission of travel expenses in accordance with company guidelines.
• Research and suggest travel options and itineraries, particularly for international travel.
• Track and manage travel bookings for other team members as necessary.

Qualifications

• 3+ years of experience as an Executive Assistant, Administrative Assistant, or in a similar role, preferably within a fast-paced startup or tech environment.
• Experience in travel management, including booking travel for executives and managing complex itineraries (experience with Navan system is a plus).
• Exceptional organizational and multitasking skills with strong attention to detail.
• Excellent written and verbal communication skills.
• Ability to manage time effectively, prioritize tasks, and work under pressure.
• Proficiency in office productivity software (Google Suite, Microsoft Office) and familiarity with travel management tools.
• Strong problem-solving abilities and a proactive mindset.
• Ability to handle confidential information with discretion.
• Self-motivated, resourceful, and adaptable in a startup environment.
• Strong interpersonal skills and the ability to collaborate with diverse teams.
• Flexibility and openness to occasional last-minute changes and dynamic needs.
• Strong customer-service orientation and ability to work with all levels of the organization.