KAYAK

Executive Operations Partner

KAYAK

full-time

Posted on:

Location Type: Hybrid

Location: Norwalk • Connecticut • United States

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Salary

💰 $100,000 - $130,000 per year

About the role

  • Own day-to-day support for one or more senior leaders (e.g., CEO staff, C-suite, or functional heads), acting as a trusted partner on priorities, time, and information flow.
  • Maintain a clear view of what’s on their plate (meetings, projects, deadlines) and proactively adjust plans as priorities shift.
  • Manage complex, fast-moving calendars with an eye toward impact, not just availability.
  • Ensure key meetings have clear agendas, goals, and the right attendees, and that materials are ready and shared in advance.
  • Coordinate leadership meetings, off-sites, and recurring rhythms (staff meetings, business reviews, All Hands), including logistics, setup, and pre-reads.
  • Prepare and organize decks, briefs, and background materials so executives are fully prepared
  • Attend meetings as needed to capture decisions, owners, and due dates, and convert notes into clean, actionable items.
  • Create and improve simple systems (trackers, templates, dashboards) that support follow-up and timelines.
  • Own the task tracking ecosystem (e.g., Asana, Jira, Sheets, or similar) for supported executives and their leadership teams.
  • Log, update, and close out actions from meetings, emails, and conversations.
  • Proactively follow up on overdue items and escalate responsibly when needed, keeping leaders informed.
  • Plan and align travel, meetings, and logistics so executives can stay focused on content.
  • Organize shared drives, folders, and workspaces; keep documents consistently labeled and easy to find.
  • Keep org charts, distribution lists, and stakeholder maps current and accessible for executive use.
  • Ensure compliance with meeting minutes recording, attendance logging, and other corporate governance requirements, as requested.
  • Handle sensitive and confidential information with discretion and good judgment.
  • Identify broken or manual processes and propose simple, scalable fixes; standardize templates for recurring meetings, status updates, and readouts.
  • Partner with People, Finance, Communications, Legal, and other teams on cross-functional projects as needed.

Requirements

  • A talent for creating and maintaining structure and clarity in information and process
  • Comfort managing many moving parts without losing calm or accuracy.
  • 5+ years of experience supporting senior leaders as an Executive Assistant, Executive Business Partner, Chief of Staff, or similar role in a fast-paced environment (tech or high-growth companies a plus).
  • Demonstrated success managing executive calendars, leadership meetings, and cross-functional follow-up at scale.
  • High proficiency with Google Workspace (Gmail, Calendar, Docs, Sheets, Slides) and collaboration tools like Slack and Zoom; strong comfort with task and project management tools (e.g., Asana, Jira, Monday.com, Notion, or similar).
  • Quick to learn new systems and how to keep them clean and usable.
  • Excellent judgment when handling confidential information and sensitive topics.
  • The confidence to request clarity and hold senior stakeholders accountable for actions and deadlines — respectfully and constructively.
  • Clear written and verbal communication skills, able to turn messy inputs into concise summaries and action lists.
  • A collaborative mindset, low ego, and high ownership; willing to work both strategic and detailed levels
  • Openness to working with distributed teams across time zones
Benefits
  • Work from (almost) anywhere for up to 20 days per year
  • Focus on mental health and well-being:
  • Company-paid therapy sessions through SpringHealth
  • Company-paid subscription to HeadSpace
  • Company-wide week off a year - the whole team fully recharges (and returns without a pile-up of work!)
  • No meeting Fridays
  • Paid parental leave
  • Generous paid vacation + time off for your birthday
  • Paid volunteer time
  • Focus on your career growth:
  • Development Dollars
  • Leadership development
  • Access to thousands of on-demand e-learnings
  • Travel Discounts
  • Employee Resource Groups
  • Competitive retirement and health plans
  • Free lunch 2 days per week
  • Fun quarterly events such as boat trips, arcades, ski trips, Thursday happy hours, and more
Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard Skills & Tools
calendar managementmeeting coordinationtask trackingproject managementinformation organizationprocess improvementconfidential information handlingagenda preparationnote-takingsystem creation
Soft Skills
attention to detailcalm under pressureexcellent judgmentclear communicationcollaborative mindsethigh ownershipadaptabilityproactive follow-upaccountabilityproblem-solving