Executive Assistant, R&D

About the Company

Responsibilities

• ● Proactively manage and optimize complex, multi-time zone calendars for R&D Vice Presidents and leaders, ensuring alignment with business priorities and anticipating potential conflicts.
• ● Coordinate scheduling across multiple teams and organizations, ensuring seamless collaboration for leaders who operate cross-functionally.
• ● Support engineering planning cycles, quarterly business reviews, and cross-team syncs during key milestones.
• ● Own end-to-end expense and travel processes, ensuring compliance while identifying patterns and opportunities to streamline recurring workflows.
• ● Proactively identify and communicate preparation requirements for meetings, ensuring leaders arrive well-prepared and informed.
• ● Partner with Belgrade site operations to support office events and team activities through collaborative work with strong local partners.
• ● Build and maintain accurate records of meetings, events, and requests, ensuring timely follow-up and closure.
• ● Prepare and review briefing materials, agendas, and follow-up documentation for executive meetings, including engineering leadership forums, R&D reviews, and cross-functional planning sessions.
• ● Own the operational rhythm for your executives - driving action item tracking, follow-up loops, and meeting cadence management so nothing falls through the cracks.
• ● Provide coverage and support for other assistants as needed, demonstrating flexibility and a team-first mindset.
• ● Handle highly confidential information with the utmost discretion and integrity.
• ● Foster cross-functional collaboration by building strong relationships with other EAs and R&D stakeholders across the organization.

Requirements

• ● Bachelor's degree in Business Administration, HR, Marketing, Education, or a related area is preferred.
• ● 5+ years of executive administrative experience, preferably in a global technology or software organization.
• ● Experience supporting leaders in Engineering, R&D, or Product organizations is a plus.
• ● Demonstrated ability to exercise sound judgment and make independent decisions in ambiguous situations.
• ● Advanced calendar management skills (Gmail and Google Calendar expertise required), with experience supporting multiple executives across time zones.
• ● Demonstrated ability to prioritize across competing executive demands, communicate trade-offs clearly, and resolve conflicts without escalation when possible.
• ● Ability to communicate with C-level Executive Assistants and external customer stakeholders.