Executive Assistant to CEO & COO

The Executive Assistant to the CEO & COO is a strategic partner and trusted advisor responsible for managing and optimizing the daily operations, time, and communications of the organization’s top executives. This highly visible role is the first point of contact for internal and external stakeholders and requires exceptional judgment, discretion, and the ability to thrive in a dynamic, fast-paced environment.

This role demands a proactive and resourceful professional with a strong executive presence, organizational excellence, and the ability to anticipate needs while managing multiple high-priority tasks. The Executive Assistant will be instrumental in facilitating board and leadership meetings, coordinating travel and events, and ensuring that the CEO and COO remain informed and focused on strategic initiatives.

This is a hybrid role based in our downtown San Diego office. In-office presence is required at least two days per week, with additional days as needed for executive meetings, Board of Director meetings, and special events.

What You Will Do (Essential Responsibilities):

• Executive Support & Calendar Management
• Serve as a primary point of contact for the CEO and COO, managing complex calendars, travel logistics, and daily priorities with minimal oversight.
• Prioritize requests and make real-time decisions to maximize the executives' productivity and impact.
• Prepare and edit correspondence, reports, spreadsheets, and presentations with precision and professionalism.
• Board & Leadership Meeting Coordination
• Lead logistics and preparation for Board of Directors and Advisory Board meetings, including:
• Creating presentations using the Board portal
• Coordinating meeting schedules and communications
• Managing materials and follow-up in a timely and confidential manner
• Event & Engagement Planning
• Plan and execute a wide range of internal and external events, such as company all-hands, executive offsites, staff retreats, and industry engagements.
• Information & Communication Management
• Gather, distill, and summarize critical information to support executive decision-making.
• Communicate on behalf of the CEO and COO with internal teams, board members, and external partners as appropriate.
• Operational Excellence
• Ensure timely and accurate expense reporting and travel documentation.
• Drive independent projects to completion with high standards and minimal direction.
• Contribute to process improvements and provide light support to facilities management as needed.

What You Will Need (Required Knowledge, Skills & Abilities):

• Bachelor’s degree or equivalent experience required.
• Experience in the tech industry is preferred.
• Proven experience supporting C-suite executives, including interfacing with Board members.
• Strong background in planning high-impact meetings and events.
• Expert-level proficiency in Microsoft Office Suite (Outlook, PowerPoint, Word, Excel) and cloud-based platforms.
• Outstanding communication skills—both written and verbal—with a high degree of professionalism.
• Ability to handle sensitive and confidential information with integrity, discretion, and sound judgment.
• Excellent organizational skills with the ability to manage competing priorities and tight deadlines.
• Flexible, collaborative team player with a service mindset and a proactive approach to problem-solving.
• Demonstrated ability to build systems and redundancies that ensure accuracy and efficiency.