Executive Assistant

Company Overview: This role supports the Chief Technology Officer (CTO) and the entire technology organization. It is essential for ensuring operational efficiency, resource compliance, and the smooth execution of strategic projects across a globally distributed tech workforce (USA, Philippines, India, and others). The position requires a unique blend of executive administrative support and program management to streamline workflows, manage complex schedules, and maintain high‑level visibility on organizational performance and financial health. Joining this team means being central to the planning, communication, and execution of the technology organization's core priorities. Position Title: Executive Assistant (EA) Location: All South America What you will be doing: As the TPM/EA, you will operate as a key strategic partner to the CTO, acting as the nexus for communication, scheduling, project tracking, and financial oversight for the technology organization. Your work will directly enable executive decision‑making and ensure organizational rhythm. Your responsibilities will include: Executive Support & Administration: Managing the CTO's complex calendar, scheduling high‑stakes meetings (DRs, tech leads, external leaders, Board), handling expense submissions, and ensuring the CTO is prepped with summaries and pre‑reads for all meetings. Organizational Cadence & Compliance: Driving weekly timesheet compliance for over 100 resources, maintaining consolidated PTO and resource visibility reports, and tracking all key contracts for timely renewal. Financial & Resource Management: Tracking budget, forecast, and variances across all technology domains, and consolidating financial data for Monthly Business Reviews (MBR) with the CEO. Program & Project Oversight: Maintaining centralized tracking for all quarterly priorities, providing executive‑level Jira reporting on developer productivity and the project pipeline, and driving the execution of CTO‑led initiatives. Communication & Events: Owning internal communications for the technology organization (updates, announcements), preparing agendas and materials for quarterly Town Halls, and planning/coordinating logistics for external events and conferences. HR Partnership: Coordinating with HR on semi‑annual performance reviews (mid‑year/annual), tracking completion for direct reports, and supporting seamless onboarding/offboarding processes. Risk & Improvement: Tracking cross‑team dependencies and risks, managing urgent escalations, and continuously identifying and implementing process improvements to automate manual tasks and optimize workflows. Requirements & Qualifications: To excel in this multifaceted role, you should possess: Proven Experience: 1 year of experience in a Technical Program Management, Executive Assistant, or similar strategic operational role, ideally supporting a CTO or other senior technology leader. Program Management Acumen: Demonstrated ability to track, manage, and report on complex project portfolios, including familiarity with Jira or similar project management tools. Communication & Interpersonal Skills: Exceptional organizational, written, and verbal communication skills, with the ability to serve as a central communication hub for the technology organization. Financial Administration: Experience with expense management, budget tracking, forecasting, and compiling financial review materials. Process‑Oriented Mindset: Strong attention to detail and a proven track record of identifying inefficiencies and driving process improvement. Global Coordination: Experience coordinating meetings, calendars, and resources across multiple international time zones (e.g., USA, Asia). Proactive & Strategic Planning: Ability to anticipate needs, plan ahead (e.g., scanning 30 days out), and manage urgent escalations and issues to resolution. Desired Skills: Familiarity with HR processes, including performance review coordination and onboarding/offboarding. Experience with contract and vendor management tracking systems. Knowledge of KPI and metrics tracking/reporting within a technology context. Exposure to change management principles and internal communications best practices. Why you will love Lean Tech: Join a critical team at the heart of the technology organization, directly enabling the CTO's strategic vision. High Impact: Your contributions are vital to the efficiency and visibility of the entire tech workforce. Strategic Exposure: Work closely with the CTO, domain leaders, and executive team, gaining deep insight into technology strategy and execution. Diverse Responsibilities: A role that offers constant variety, blending high‑level administrative partnership with concrete program management deliverables. Professional Growth: Opportunity to drive process automation and organizational improvements that will hone both your technical and leadership skills. #J-18808-Ljbffr