Executive Assistant

About the job

Executive Assistant to the CEO

USA Remote

Pop-Up Talent is a proud talent partner of Virtana, a leading provider of AI-powered infrastructure performance management and observability solutions. Virtana helps organizations optimize their hybrid and multi-cloud environments with real-time insights, intelligent automation, and cost efficiency — empowering businesses to deliver exceptional performance and scalability.

Virtana is proud to be an Equal Opportunity Employer. We value diversity and are committed to creating an inclusive environment for all employees.

SUMMARY:

• We are seeking a highly organized, execution-driven Executive Assistant to serve as a strategic right hand to the CEO while driving operational excellence across the executive team and the organization. You will act as the connective tissue between leadership priorities, keeping initiatives moving, messages aligned, and operations disciplined. This is a hands-on role for someone who thrives on structure, discretion, follow-through, and clarity in a fast-moving environment. You will be a key point of contact for people inside and outside of our company

ROLE RESPONSIBILITIES:

Executive Support & Anticipation

• Provide white‐glove, highly personalized support to the CEO and the executive leadership team proactively anticipating needs, preferences, and potential challenges—especially related to travel, events, and schedule management
• Manage routine activities independently and flag issues or delays in advance, ensuring seamless day‐to‐day operations
• Manage the end‐to‐end onboarding process for new executives, ensuring a seamless and high‐touch experience

Operational Partnership

• Serve as a trusted operational partner to the CEO, helping manage priorities, workflows, and follow-through on key initiatives
• Maintain a deep understanding of organizational goals to ensure alignment across executive activities and decision-making

Communication & Meeting Management

• Coordinate all executive communications, including meeting preparation, agendas, briefing materials, action items, and cross‐functional follow‐ups
• Act as a central point of coordination between leadership, internal teams, and external stakeholders to ensure clarity, alignment, and timely execution
• Manage logistics and coordination for internal and external meetings, ensuring all details are handled with precision

Confidentiality & Professional Judgment

• Handle sensitive and confidential matters with the highest level of discretion, professionalism, and sound judgment

Documentation & Executive Materials

• Maintain and update department documents, including organizational charts, executive bios, and materials for the C‐Suite and Board of Directors
• Ensure accuracy, version control, and readiness of all executive‐level documentation

Board of Directors Interaction & Support

• Coordinate logistics and scheduling for executive interactions with the Board of Directors, including committee meetings, onboarding briefings, and strategic sessions
• Prepare, format, and quality‐check board‐ready materials such as presentations, briefing books, and pre‐reads, ensuring accuracy, confidentiality, and executive‐level polish
• Manage communication flow between executives and Board members with professionalism, discretion, and clarity
• Support the execution of Board meetings by organizing agendas, tracking deliverables, and ensuring executives are fully prepared
• Uphold strict confidentiality and handle sensitive Board‐related information with the highest level of discretion and judgment

Process Improvement & Operational Excellence

• Build, refine, and optimize operational processes that enhance efficiency, visibility, and accountability across the executive leadership team
• Identify gaps, bottlenecks, and inefficiencies, and implement practical, scalable solutions to improve workflow and communication

REQUIRED QUALIFICATIONS:

• Bachelor's degree in business, Marketing, Communications, or a related field preferred
• Five or more years of experience in C-suite executive support, marketing operations, communications, or a similar hybrid role
• Demonstrated ability to support senior leadership while managing complex, concurrent initiatives
• Strong experience with marketing platforms, project management tools, and reporting systems
• Exceptional organizational skills and follow-through
• Excellent written and verbal communication skills with sound judgment and polish
• Comfort operating in a fast-paced, evolving environment with shifting priorities
• A calm, capable presence who brings order to complexity

We are an equal opportunity employer, and we are an organization that values diversity. We welcome applications from all qualified candidates, including minorities and persons with disabilities.

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