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About the role
Key responsibilities & impact- Design the initial service model for centralized executive support, including support ratios, role scopes, workflows, and escalation paths.
- Build repeatable processes for scheduling, intake, coverage, meeting prep, department communications, travel, event support, and action tracking.
- Define success measures for the function, including executive leverage, service quality, stakeholder satisfaction, responsiveness, and development outcomes.
- Embed deeply in OpenLoop’s business by directly supporting the heads of People, Finance, and Legal with complex calendar management, meeting prioritization, travel coordination, prep materials, follow-through, and administrative problem solving.
- Anticipate executive needs, reduce friction, and create leverage through strong judgment, discretion, and proactive execution.
- Prepare and coordinate materials including agendas, briefing docs, slides, and cross-functional follow-up.
- Hire, onboard, coach, and manage executive assistants as the team is built.
- Create a strong bench model including internal high-potential talent as a development pathway, without compromising service quality.
- Set expectations, establish quality standards, deliver feedback, and build readiness for more senior executive support assignments.
Requirements
What you’ll need- 8+ years of experience in executive support, business operations, chief of staff, workplace operations, or similar roles with increasing scope.
- Significant experience directly supporting senior leaders with complex, fast-moving priorities; startup and tech experience preferred.
- Prior experience building or leading an executive support, office of the executive, admin, or operations function strongly preferred.
- Proven people-management experience, including coaching for quality, judgment, and service orientation.
- Strong systems thinker who can build scalable workflows, playbooks, and service models.
- Excellent written communication and executive presence; able to prepare polished materials and handle sensitive information with discretion.
- Demonstrated ability to navigate ambiguity, competing priorities, and senior stakeholder dynamics with calm judgment.
- Strong bias for action, follow-through, and operational excellence.
Benefits
Comp & perks- Medical, Dental, and Vision plans
- Flexible Spending/Health Savings Accounts
- Flexible PTO
- 401(k) + Company Match
- Life Insurance, Pet insurance, and more
ATS Keywords
✓ Tailor your resumeApplicant Tracking System Keywords
Tip: use these terms in your resume and cover letter to boost ATS matches.
Hard Skills & Tools
calendar managementworkflow designprocess buildingmeeting preparationtravel coordinationaction trackingmaterials preparationpeople managementcoachingexecutive support
Soft Skills
judgmentdiscretionproactive executioncommunicationstakeholder managementsystems thinkingnavigating ambiguityoperational excellenceservice orientationfollow-through