Executive assistant

What You’ll Do:

You’ll own the CEO’s calendar end to end, absorbing constant change, resolving conflicts before they surface, and deliberately protecting blocks of uninterrupted time so our CEO’s attention is focused where it matters most.

You’ll take full ownership of the administrative aspects of the Executive Leadership Team’s operational lifecycle: coordinating meeting agenda and attendance directly with ELT members, holding the line on deadlines, compiling reporting packages, and getting pre-reads distributed at least 48 hours ahead of every meeting.

You’ll plan agendas and logistics for executive offsites, board meetings, and other in-person touchpoints.

You’ll serve as a clear, professional point of contact for board members, private equity partners, clients, and internal leadership.

You’ll track executive action items to closure, manage signature routing, and drive workflows forward without step-by-step direction, surfacing finished, pre-vetted options rather than open questions.

You’ll independently manage monthly executive expense reporting, compliance tracking, and internal routing, reconciling transaction detail so it aligns cleanly with corporate finance and private equity audit requirements.

You’ll use AI tools to synthesize information and move faster, applying your own judgment to what comes back (speed is only useful here if the quality holds).

Other duties as assigned.

What You’ll Need:

• 5+ years of executive administrative experience supporting C-level leaders, including a minimum of 3 years directly supporting a corporate CEO of a minimum $50m+ revenue company.
• Advanced proficiency in the Microsoft 365 ecosystem, specifically Outlook (complex, high-volume scheduling), Teams, and SharePoint document organization.
• Working experience with an expense or spend management platform such as Airbase, Ramp, or Paylocity, e-signature solutions such as Ironclad, DocuSign, or Adobe Sign, and Salesforce (basic lookup and tracking).
• Working proficiency with Claude or a comparable large language model for information synthesis and workflow efficiency.
• Availability to work core Pacific Time business hours.
• Ability to travel occasionally for board meetings, executive offsites, and company gatherings.
• Experience within a private equity-backed, venture-scaled, or rapidly growing enterprise is preferred.
• Must be legally eligible to work in the United States.

What You’ll Bring to our Team Dynamics:

• Adaptive Achievement: Absorbs high schedule volatility and shifting priorities without losing the thread, and operates independently in ambiguity, bringing the CEO a resolved recommendation rather than a decision to make.
• Productive Collaboration: Communicates directly and holds ELT members and external partners accountable to shared deadlines, in a way that strengthens the relationship rather than spending it.
• Forward-Looking Judgment: Thinks several moves ahead and around corners — evaluating not just the task in front of them, but its upstream dependencies, downstream effects on other workstreams and stakeholders, and the change management needed to land it smoothly.
• Business Insight: Understands how a private equity-backed software business operates, and uses that context to judge what is genuinely urgent, what can wait, and what the CEO needs to see.
• Active Learning: Stays current on the platforms and AI tools that make this role faster, and treats feedback on the work as fuel rather than criticism.

Why You’ll Love Working at Foundant:

At the heart of everything we do is a commitment to innovation and making a positive impact. Whether you’re working on projects that empower not-for-profits, community foundations, or corporations, your contributions will help drive real-world change.

We offer competitive salary and benefits, including tuition, and lifestyle reimbursements, and bespoke mindfulness and fitness initiatives.

With our Flexible PTO policy, you’ll have the freedom to manage your time in a way that supports your personal well-being and professional success.

We’re committed to your professional and personal development. With our merger, you'll have the chance to collaborate across teams, giving you exposure to diverse ideas, expertise, and projects that span multiple industries.

As part of a larger organization, you’ll have even more opportunities to grow your career. Whether it’s exploring new roles, leadership opportunities, or shifting to a different department, we support internal mobility to help you achieve your career goals.

You’ll enjoy autonomy and responsibility, empowering you to approach your work creatively and independently, fostering innovation and independent thought.

Employee recognition is a core part of our culture. When you do a great job, we make sure everyone knows about it!

Foundant is an equal opportunity employer, committed to building a diverse workforce that represents the communities we serve. We welcome and encourage applications from all qualified candidates, and will consider all applicants without regard to race, color, citizenship, religion, sex, marital/family status, sexual orientation, gender identity, Indigenous status, age, disability, or individuals who may require accommodation.

Foundant is also committed to providing accommodations throughout the interview and employment process. Accommodations are available upon request for candidates participating in all aspects of the selection process. If you have accessibility requirements during the recruitment process and require accommodation, please contact hr@smartsimple.com.