Hybrid Executive Assistant

at Xsolla

• Job title: Executive Assistant
• Job type: Full Time
• Experience level: Mid level, Senior
• Salary: $70,000 - $90,000 per year
• Degree requirement: Bachelor's Degree
• Location requirements: Hybrid, United States

About the role

• Executive Assistant at Xsolla managing complex calendars and international travel logistics for the leadership team. Supporting strategic initiatives, team operations, and executive communications in a fast-paced environment.

Responsibilities

• Perform a wide range of administrative and executive support functions, serving as the primary point of contact between the SVP, GSIP Department Leadership Team, and internal/external stakeholders.
• Manage complex, multi-timezone calendars for the SVP and GSIP Department Leadership Team, anticipating needs and resolving conflicts proactively.
• Plan and execute all domestic and international travel end-to-end, including flights, hotels, ground transportation, visa requirements, and detailed itineraries.
• Build travel dossiers and briefing materials that prepare executives for every engagement.
• Prepare and organize meeting agendas, materials, and presentations; record and distribute meeting minutes as required.
• Support the coordination of corporate events, board meetings, and strategic planning sessions.
• Draft, edit, and proofread correspondence, reports, and other documents on behalf of leadership.
• Interpret and communicate executive directives, decisions, and policies to internal stakeholders with clarity and discretion.
• Manage and reconcile expense reports, invoice processing, and administrative budgets as assigned, in accordance with company policy.
• Maintain knowledge of corporate policies and ensure adherence across all administrative processes.
• Manage confidential information with the highest level of professionalism and discretion.
• Anticipate executive needs, identify potential issues, and proactively propose solutions to improve workflow efficiency.
• Identify administrative friction points and recommend process improvements to the Chief of Staff.
• Support ad hoc project coordination and special initiatives as directed by leadership.
• Support team operations to ensure day-to-day efficiency and productivity.
• Maintain shared resources including team calendars, contact databases, filing systems, and documentation repositories.

Requirements

• Bachelor's degree or equivalent work experience
• 5+ years as an Executive Assistant with demonstrated depth and longevity
• Proven expertise in complex calendar management and multi-leg international travel coordination
• Exceptional written and verbal communication skills, including ability to draft executive-level correspondence independently
• Proficiency in Google Workspace, Slack, Zoom, MS Office Suite, CRM platforms (Salesforce), and expense management platforms
• Working knowledge of AI tools in a professional setting
• High level of professionalism, discretion, and judgment with sensitive and confidential information
• Ability to manage multiple priorities and stakeholders under tight deadlines

Benefits

• 100% company-paid medical, dental, and vision plans
• Unlimited Flexible Time Off
• Personalized career roadmap for each employee
• Investment in professional development through training and educational opportunities