Provide comprehensive administrative support to the VP of Experience Design
Manage complex calendars, scheduling across time zones, and prioritization of meetings
Coordinate domestic and international travel arrangements, including itineraries and logistics
Prepare and submit expense reports in a timely and accurate manner
Act as a point of contact for internal and external stakeholders, maintaining professionalism and confidentiality
Partner with XF leadership and operations teams to support organizational priorities
Assist with planning and execution of team meetings, offsites, and leadership sessions
Track and help drive follow-ups on key initiatives and action items
Support onboarding activities for new team members
Plan and execute internal events such as team offsites, workshops, and all-hands meetings
Coordinate logistics including venues, catering, materials, and communications
Collaborate with cross-functional partners (e.g., Workplace, IT, Finance) to ensure seamless event delivery
Contribute to team engagement initiatives and culture-building activities
Support communications, newsletters, and internal updates as needed
Identify opportunities to improve team processes and administrative efficiency

3+ years of experience supporting senior executives or leaders in a fast-paced environment
Proven experience managing complex calendars, travel, and expenses
Strong organizational and time management skills with high attention to detail
Excellent written and verbal communication skills
Ability to handle sensitive information with discretion
Experience supporting VP-level or higher executives (preferred)
Experience in a design, product, or technology organization (preferred)
Strong event planning and coordination experience (preferred)
Proficiency with tools such as Microsoft Office, Google Workspace, Concur, and collaboration platforms (e.g., Slack, Teams) (preferred)
Self-starter with the ability to anticipate needs and solve problems proactively (preferred)

Executive Assistant

Key skills