Hybrid Executive Operations Partner

at KAYAK

• Job title: Executive Operations Partner
• Job type: Full Time
• Experience level: Mid level, Senior
• Salary: $100,000 - $130,000 per year
• Degree requirement: No Education Requirement
• Location requirements: Hybrid, Norwalk, United States

About the role

• Executive Operations Partner in KAYAK, a leading travel search engine. Supporting senior leaders through organized operations and effective communication.

Responsibilities

• 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