Executive Assistant

Handshake is seeking a highly organized, proactive, and strategic Executive Assistant to support four VP-level executives. This role is critical to ensuring our leaders operate efficiently and effectively, enabling them to focus on driving the business forward. The ideal candidate thrives in a fast-paced environment, exercises exceptional judgment and discretion, anticipates needs before they arise, and seamlessly manages competing priorities. In addition to providing executive support, this individual will serve as a trusted partner across the organization, helping coordinate key initiatives, drive operational excellence, and foster a positive employee experience. This position is based in downtown San Francisco and requires an in-office presence five days per week (Monday–Friday).

Responsibilities

Complex calendar management and internal and external meeting coordination across four VP-level executives, balancing competing priorities and maximizing executive effectiveness; Schedule internal and external meetings; follow up with guests to confirm attendance and help compile and prepare meeting materials; Assist with booking travel, including airline and hotel, and ground transportation arrangements, and prepare detailed itineraries for executives; Manage expenses and expense reporting for executive leaders; Act as a strategic partner to executives by anticipating needs, proactively solving problems, and identifying opportunities to improve efficiency and streamline operations; Support special projects and cross-functional initiatives on behalf of executive leaders, tracking key deliverables, deadlines, and follow-up items; Plan team events and offsites while maintaining a strong pulse on culture and team morale; Act as the team expert and go-to person for matters related to supported leaders and departments; Work closely with the recruiting team to coordinate interviews between executives, team members, and candidates, ensuring a seamless candidate experience; Serve as a welcoming representative of Handshake for executive guests, candidates, partners, and other visitors to the San Francisco office, ensuring a polished and professional experience; Coordinate meeting logistics, room setup, and executive hospitality for leadership meetings and key visitors; Keep relevant stakeholders informed and ensure information is effectively communicated throughout teams and the broader organization. Identify communication gaps and escalate issues when appropriate; Leverage technology, AI-powered tools, and process improvements to increase efficiency, automate routine tasks, and enhance executive support workflows; Exercise exceptional judgment and discretion while handling confidential business, personnel, and organizational matters; Collaborate closely with the broader Executive Assistant team, sharing best practices and providing support as needed.

Requirements

3-5 years of Executive Assistant experience supporting senior executives, preferably within a high-growth technology company or similarly fast-paced environment; Proven experience supporting multiple senior leaders simultaneously with exceptional attention to detail and prioritization skills; Outstanding verbal and written communication skills; Exceptional organizational and project management abilities with a strong bias toward action; Demonstrated ability to exercise sound judgment, maintain confidentiality, and navigate sensitive situations with discretion; High emotional intelligence and strong interpersonal skills, with the ability to build trust and influence across all levels of the organization; Resourceful, adaptable, and comfortable operating in ambiguity; Experience planning complex travel, offsites, team events, and executive meetings; Strong proficiency in Google Workspace and collaboration tools such as Slack, Zoom, Workday, and modern productivity platforms; Experience leveraging AI and automation tools to improve efficiency and streamline administrative workflows is a plus; Team-oriented mindset with a willingness to collaborate, share best practices, and support fellow members of the Executive Assistant team; Passion for problem-solving, continuous improvement, and delivering exceptional support.

Nice to have

Experience leveraging AI and automation tools to improve efficiency and streamline administrative workflows

Benefits

Ownership: Equity in a fast-growing company; Financial Wellness: 401(k) match, competitive compensation, financial coaching; Family Support: Paid parental leave, fertility benefits, parental coaching; Wellbeing: Medical, dental, and vision, mental health support, wellness stipend; Growth: Learning stipend, ongoing development; Remote & Office: Internet, commuting, and free lunch/gym in our SF office; Time Off: Flexible PTO, 15 holidays + 2 flex days; Connection: Team outings & referral bonuses