Senior Executive Assistant

At Koalafi, we believe in a world where no one has to put an important purchase on hold. That’s why we’re making it easier for more people to pay for big purchases over time.

Over 17,000 retailers rely on us to match their customers to a payment plan clearly and quickly, all while reflecting well on their brand. Their 2M+ customers love us because we provide a flexible way for them to make payments, and give them an opportunity to improve their credit. Our 200+ Koalafi teammates enjoy inspiring and challenging work that accelerates their careers.

Interested in learning more about how we’re transforming the financing experience and joining our team?

What You’ll Do

We are seeking a highly organized and self-motivated Senior Executive Assistant with experience supporting multiple senior level executives. This role provides comprehensive support to a group of 5 Leadership Team members primarily with scheduling/calendar management, expense compliance/reimbursement, event coordination, and travel. The ideal candidate will demonstrate exceptional attention to detail, professionalism, judgement, independence, and the ability to handle multiple tasks and projects with efficiency and discretion. 

Responsibilities: 

Calendar Management

• Efficiently manage and coordinate the calendars of executives, including scheduling meetings, appointments, and events.
• Proactively anticipate scheduling conflicts and provide timely resolutions.
• Ensure executives are well-prepared for meetings with relevant materials (including lunch orders for in person meetings/interviews).
• Suggest calendar optimizations to improve efficiency. 

Travel Coordination

• Arrange domestic and international travel, including flights, accommodations, transportation, and itineraries. 
• Monitor travel schedules to accommodate changes and emergencies, ensuring seamless travel experiences.
• Handle travel-related expenses and reconcile travel costs promptly. 

Expense Management

• Process expense reports accurately and efficiently, adhering to company policies.
• Track and manage reimbursements, ensuring timely submission and approval in Airbase. 

Communication and Correspondence

• Act as a point of contact between executives and internal/external stakeholders.
• Draft, review, and manage correspondence, emails, and other communications on behalf of executives.
• Ensure that all communications are handled with the highest level of confidentiality and professionalism. 

Project Management

• Support ad-hoc requests and projects. 

Event Coordination and Execution

• Plan and coordinate executive meetings, offsites, and company events, ensuring seamless execution.
• Manage logistics for in-person and virtual events, including venue selection, catering, AV setup, and travel arrangements.
• Develop and maintain event timelines to ensure all planning milestones are met.
• Collaborate with Chief of Staff to align on event goals, agendas, and key deliverables.
• Oversee day-of execution, ensuring all details run smoothly and providing on-site or virtual support as needed.
• Track and manage event budgets, negotiating with vendors to optimize costs while maintaining quality.
• Gather feedback and assess event outcomes to improve future planning and execution. 

Administrative Support 

• Maintain organized and up-to-date filing systems, both electronic and physical. 

Office Management:

• Manage office supplies and ensure snacks are consistently stocked and replenished. Support coordination and execution of monthly company lunches.
• Support ad hoc technical support with Zoom conferencing, printer issues, and TV. 

About You

Experience: 

• Minimum of 5-7 years of experience as an Executive Assistant or in a similar administrative role – preferably in a professional services industry. 

• Proven experience managing calendars, travel arrangements, and expense reports for multiple executives. 

Skills: 

• Strong organizational skills with the ability to prioritize tasks and manage time effectively. 

• Excellent communication skills, both written and verbal, with attention to detail. 

• Ability to work independently, exercise good judgment, and handle confidential information with discretion. 

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and experience with expense management software. 

• Familiarity with travel booking tools and platforms. 

Attributes: 

• High level of professionalism and a proactive, solution-oriented mindset. 

• Ability to thrive in a fast-paced environment and manage multiple priorities. 

• Strong interpersonal skills with the ability to build relationships and work collaboratively with team members and executives. 

• Takes ownership and accountability, setting clear expectations and consistently delivering high-quality work. 

Education: 

• Bachelor’s degree from a reputable university in Business Administration, Communications, or a related field is preferred.  

Why choose Koalafi: A career at Koalafi means opportunities to tackle exciting challenges every single day. We take pride in a culture of innovation, trust, and ownership. You'll get outside your comfort zone, build meaningful relationships, and most of all, take charge of projects that ultimately help people get the things they need most.

Who we are & what we value: 

• We focus on what’s most important
• We set clear expectations and deliver
• We embrace challenges to reach our full potential
• We ask, “How can this be better?”
• We move fast together

Benefits:

At Koalafi, you will have a direct impact on our products and help shape the company’s success. We offer competitive compensation & benefits packages to keep you at your best:

• Comprehensive medical, dental, and vision coverage
• 20 PTO days + 11 paid holidays
• 401(k) retirement with company matching
• Student Loan & Tuition Reimbursement 
• Commuter assistance
• Parental leave (maternal + paternal)
• Inclusion and Associate Engagement Programs