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.