Executive Assistant to the CTO & CPO

About Our ClientOur client believes the best product experiences come from empowered product development teams that develop expertise in their domain and empathize with customer challenges. What’s unique about their Product & Engineering org is that it consists of cross-functional teams we call “squads,” inclusive of product managers, designers, data scientists, and engineers. You’ll get to work on a “tech-giant” scale with smaller, supportive teams where every product manager and engineer has the chance to impact the company and its customers.

If you value solving hard problems with the smartest people in the industry and have a true customer-centric approach, the Product & Engineering org just might be the place to accelerate your career. This role reports to the Chief of Staff to the CTO. What you’ll doAs an Executive Assistant at the company, you will play a critical role in supporting the CTO and CPO, ensuring the seamless operation of the engineering and product organizations. You’ll work closely with leadership and their Chiefs of Staff to align priorities and maintain effective communication across teams.

In this dynamic position, you’ll manage complex schedules, tackle strategic initiatives, and drive operational efficiency. Success in this role requires the ability to navigate ambiguity, anticipate needs, and make proactive, informed decisions to support the business and leadership team. Calendar & Meetings Coordination: Collaborate closely with the CTO, CPO, and Chief of Staff to align priorities and ensure their schedules accurately reflect organizational goals. Coordinate and manage meetings, ensuring key engineering and product stakeholders are included as necessary.

Assist the Chief of Staff in preparing meeting agendas, gathering materials, and distributing detailed meeting notes with clear action items to the relevant technical and product teams. Conduct regular reviews of the CTO and CPO's calendars to optimize time management, streamline scheduling, and minimize conflicts. Cross-functional Project Work: Support the logistical and tactical coordination of key engineering and product initiatives, including scheduling meetings, securing meeting rooms for in-person or hybrid sessions, and managing related logistics. Serve as a liaison between the CTO, CPO, and cross-functional teams to maintain alignment on technical priorities and ensure smooth communication across departments.

Travel & Expense Coordination: Manage travel logistics for the CTO, CPO, and key team members, ensuring travel plans align with critical product and engineering deadlines, such as releases, demos, onsite meetings, and offsites. Prepare and submit timely expense reports, ensuring compliance with budget guidelines and company policies. Proactively adjust travel arrangements to accommodate last-minute changes, including flight cancellations or modifications to arrival/departure schedules. Product & Engineering Event Management: Plan and organize internal and external events, including engineering offsites, onsites, and team-building activities.

Support the logistics and coordination of quarterly product reviews, all-hands meetings, and other key gatherings for product and engineering teams. Gather feedback from internal engineering and product teams after events to identify areas for improvement and optimize future event planning. Administrative & Support Tasks: Oversee budgets for technical operations, product initiatives, and related events, ensuring financial efficiency and adherence to budgetary guidelines. Facilitate internal communication, ensuring timely and accurate dissemination of critical messages to the relevant product and engineering teams. What you’ll bringThe minimum qualifications for this role include:

5+ years of experience providing high-level administrative support to C-suite executives, including previous or current experience as an Executive AssistantProven experience working in a fast-paced environment, with a strong understanding of managing complex engineering and product operations. High proficiency with productivity tools (Google Workspace, Slack, Zoom) and collaboration platforms (Confluence) used in engineering and product management. Extensive experience with expense management and travel booking softwarePreferred qualifications for this role include: Experience supporting executives within engineering, product development, or technology teams. Familiarity with software development life cycles, Agile methodologies, and product release processes.

Strong understanding of technical documentation, project management workflows, and technical reporting processes. Willingness to provide flexible support outside regular office hours as needed. While the company aims for a consistent schedule, occasional exceptions may ariseHow you’ll growWithin 1 month, you’ll plant your roots, including: Complete the company’s new hire training and onboarding program alongside other new team members, gaining a comprehensive understanding of the products and how your role contributes to the organization’s success. Collaborate with the Chief of Staff to define key success metrics for your role and establish a framework for measuring progress.

Develop a deep understanding of the CTO and CPO’s priorities, leadership styles, and communication preferences. Build strong working relationships with the engineering, product, and Chief of Staff teams to ensure alignment and smooth collaboration. Begin managing daily administrative tasks, including email triage, meeting preparation, and scheduling, ensuring efficiency and organization. Within 3 months, you’ll start hitting your stride by: Build strong relationships with cross-functional leaders in Product and Engineering to understand their working models and ensure seamless collaboration.

Take full ownership of scheduling, travel logistics, and event coordination, ensuring smooth operations and effective coordination across technical and product teams. Drive process improvements to streamline administrative workflows and increase efficiency. Support cross-functional projects by collaborating closely with engineering, product teams, and the Chief of Staff to ensure timely execution and alignment with strategic goals. Within 6 months, you’ll be making a clear impact through: Anticipate the needs of the CTO and CPO, proactively managing their schedules and reducing their administrative workload. Continuously refine administrative processes to improve efficiency and enhance communication flow between technical leadership and their teams.

Take on increasing responsibility for supporting high-impact cross-departmental initiatives, ensuring smooth coordination and execution across teams. Within 12 months, you’ll make this role your own by: Collaborate with the Chief of Staff to streamline and enhance scheduling and workflow practices, driving greater efficiency and effectiveness. Actively seek and respond to feedback from peers, customers, and leadership—both solicited and unsolicited—to continuously improve processes and outcomes. Bring fresh ideas and innovative solutions to the table, using your unique skills and perspective to drive positive change and make an impact in ways the company hasn't yet imagined.

Benefits ProgramInsurance and benefit options that are built for both individuals and familiesProgressive policies to support work/life balance, like their flexible paid time off and parental leave programHigh-quality and well-maintained equipment—your computer will never prevent you from doing your bestWellness initiatives to ensure both health and mental well-being of the teamOngoing education and development opportunities via their Grow program and employee-led diversity, equity, and inclusion initiatives.

Growing corporate social responsibility program that is driven by the involvement and passion of team membersBeautiful, convenient, and state-of-the-art offices, for those who prefer an office settingBase pay is only one element of an employee's total compensation at the company. Every team member has an opportunity to receive restricted stock units (RSUs) under the equity plan. Employees (and their dependents) are covered by medical, dental, vision, basic life, accidental death, and dismemberment insurance, and Modern Health (a wellness benefit).

Employees are able to enroll in the company’s 401k plan, in which the company will match a percentage of your contributions. There is flexible paid time off and paid holidays. Note: “We are not the EOR (Employer of Record) for this position. Our role in this specific opportunity is to connect outstanding candidates with a top-tier employer. Swooped helps candidates around the world to discover and stay focused on the jobs they want until they can complete a full application in the hiring company career page/ATS. ”