About the role
We are seeking an experienced Executive Assistant to support senior leaders within Oracle Cloud Infrastructure. You will help executives spend their time on the work that matters most, stay prepared for decisions, and follow through on commitments.
You will work closely with the executives you support and their Chief of Staff to understand business priorities, anticipate needs, and keep the executive office running smoothly. This requires excellent administrative execution, strong relationships, and the confidence to flag when the calendar or incoming requests are pulling attention away from agreed priorities.
You should be comfortable making decisions within your delegated authority, asking thoughtful questions when context is missing, and handling sensitive information with discretion. You will also bring practical experience using AI and productivity tools to improve preparation, communication, and everyday workflows.
Success means executives are better prepared, important commitments receive timely attention, and less time is lost to avoidable scheduling and administrative work.
Internal Responsibilities
Executive time and priorities
- Manage complex calendars across time zones, using business priorities and stakeholder context to resolve competing requests.
- Protect time for strategic thinking, decision preparation, customers, team leadership, and other agreed priorities.
- Review upcoming schedules proactively, identifying conflicts, preparation needs, excessive meeting load, and opportunities to delegate or consolidate meetings.
- Provide a concise weekly view of scheduled time by agreed categories, with recommendations to improve allocation. Distinguish calendar commitments from actual time spent.
- Exercise judgment about executive access and urgency, escalating requests based on deadlines, business impact, and who is waiting.
Communication, preparation, and follow-through
- Prepare concise daily and weekly briefs covering priorities, decisions, upcoming meetings, urgent requests, and outstanding commitments.
- Draft and edit correspondence, meeting summaries, and leadership updates in the executive’s voice, with clear messages and actions.
- Triage incoming requests within delegated access and authority, surfacing items that require executive attention and routing others appropriately.
- Coordinate agendas, pre-reads, and briefing materials so executives enter meetings with the context they need.
- Track commitments and follow-ups with clear owners and dates, confirm completion, and surface blockers before deadlines are missed.
- Build trusted relationships with senior leaders, business partners, and other Executive Assistants across OCI and Oracle.
AI and workflow improvement
- Use Oracle approved AI tools to support briefing preparation, communication drafting, action extraction, calendar analysis, and information synthesis.
- Create reusable prompts, templates, and simple automated workflows that reduce repetitive work and improve consistency.
- Check AI generated content against its sources, particularly names, dates, commitments, and sensitive business information.
- Apply sound judgment about confidentiality, access permissions, and when human review or approval is required.
- Evaluate improvements by their practical results, including time saved, preparation quality, fewer avoidable conflicts, and more reliable follow-through.
Executive office operations
- Partner with the Chief of Staff on executive onboarding, leadership offsites, organizational communications, and improvements to the operating cadence.
- Own administrative coordination and logistics for business reviews, leadership meetings, executive visits, and internal events.
- Manage complex domestic and international travel, including itineraries, changes, expenses, and contingencies.
- Support team onboarding, workspace coordination, and continuity of executive support.
- Maintain clear handoffs and coverage arrangements with other Executive Assistants.
Required qualifications
- Six or more years of experience supporting senior executives, ideally in a technology company or a complex global organization.
- Demonstrated ability to manage demanding calendars and make thoughtful prioritization decisions across senior stakeholders and time zones.
- Excellent written and verbal communication, including experience preparing concise briefs and drafting executive correspondence.
- Experience tracking commitments and coordinating work across teams with reliable follow-through.
- Practical experience using generative AI tools for administrative or communication workflows, including reviewing outputs for accuracy and handling confidential information appropriately.
- Proficiency with calendar, email, document, presentation, and spreadsheet tools.
- Strong organizational skills, business judgment, discretion, and attention to detail.
- Experience coordinating complex travel and leadership events.
Preferred qualifications
- Experience supporting VP, SVP, or C-level leaders in cloud infrastructure, engineering, product, or another technical organization.
- Experience partnering with a Chief of Staff or Business Operations team.
- Experience analyzing calendar patterns and recommending changes to executive time allocation.
- Experience building reusable AI workflows or simple automations using approved productivity tools.
- Experience improving administrative processes and sharing effective practices with other Executive Assistants.
Key competencies
- Judgment: Makes informed decisions, understands delegated authority, and knows when to escalate.
- Anticipation: Identifies preparation needs, conflicts, and risks early.
- Communication: Writes clearly, adapts to the audience, and makes the required action easy to understand.
- Ownership: Closes loops and confirms outcomes.
- Constructive pushback: Flags overload and competing priorities with practical alternatives.
- Technology fluency: Applies AI and productivity tools thoughtfully and checks their work.
- Trust: Handles sensitive information carefully and builds dependable working relationships.
External Responsibilities
Executive time and priorities
- Manage complex calendars across time zones, using business priorities and stakeholder context to resolve competing requests.
- Protect time for strategic thinking, decision preparation, customers, team leadership, and other agreed priorities.
- Review upcoming schedules proactively, identifying conflicts, preparation needs, excessive meeting load, and opportunities to delegate or consolidate meetings.
- Provide a concise weekly view of scheduled time by agreed categories, with recommendations to improve allocation. Distinguish calendar commitments from actual time spent.
- Exercise judgment about executive access and urgency, escalating requests based on deadlines, business impact, and who is waiting.
Communication, preparation, and follow-through
- Prepare concise daily and weekly briefs covering priorities, decisions, upcoming meetings, urgent requests, and outstanding commitments.
- Draft and edit correspondence, meeting summaries, and leadership updates in the executive’s voice, with clear messages and actions.
- Triage incoming requests within delegated access and authority, surfacing items that require executive attention and routing others appropriately.
- Coordinate agendas, pre-reads, and briefing materials so executives enter meetings with the context they need.
- Track commitments and follow-ups with clear owners and dates, confirm completion, and surface blockers before deadlines are missed.
- Build trusted relationships with senior leaders, business partners, and other Executive Assistants across OCI and Oracle.
AI and workflow improvement
- Use Oracle approved AI tools to support briefing preparation, communication drafting, action extraction, calendar analysis, and information synthesis.
- Create reusable prompts, templates, and simple automated workflows that reduce repetitive work and improve consistency.
- Check AI generated content against its sources, particularly names, dates, commitments, and sensitive business information.
- Apply sound judgment about confidentiality, access permissions, and when human review or approval is required.
- Evaluate improvements by their practical results, including time saved, preparation quality, fewer avoidable conflicts, and more reliable follow-through.
Executive office operations
- Partner with the Chief of Staff on executive onboarding, leadership offsites, organizational communications, and improvements to the operating cadence.
- Own administrative coordination and logistics for business reviews, leadership meetings, executive visits, and internal events.
- Manage complex domestic and international travel, including itineraries, changes, expenses, and contingencies.
- Support team onboarding, workspace coordination, and continuity of executive support.
- Maintain clear handoffs and coverage arrangements with other Executive Assistants.
Required qualifications
- Six or more years of experience supporting senior executives, ideally in a technology company or a complex global organization.
- Demonstrated ability to manage demanding calendars and make thoughtful prioritization decisions across senior stakeholders and time zones.
- Excellent written and verbal communication, including experience preparing concise briefs and drafting executive correspondence.
- Experience tracking commitments and coordinating work across teams with reliable follow-through.
- Practical experience using generative AI tools for administrative or communication workflows, including reviewing outputs for accuracy and handling confidential information appropriately.
- Proficiency with calendar, email, document, presentation, and spreadsheet tools.
- Strong organizational skills, business judgment, discretion, and attention to detail.
- Experience coordinating complex travel and leadership events.
Preferred qualifications
- Experience supporting VP, SVP, or C-level leaders in cloud infrastructure, engineering, product, or another technical organization.
- Experience partnering with a Chief of Staff or Business Operations team.
- Experience analyzing calendar patterns and recommending changes to executive time allocation.
- Experience building reusable AI workflows or simple automations using approved productivity tools.
- Experience improving administrative processes and sharing effective practices with other Executive Assistants.
Key competencies
- Judgment: Makes informed decisions, understands delegated authority, and knows when to escalate.
- Anticipation: Identifies preparation needs, conflicts, and risks early.
- Communication: Writes clearly, adapts to the audience, and makes the required action easy to understand.
- Ownership: Closes loops and confirms outcomes.
- Constructive pushback: Flags overload and competing priorities with practical alternatives.
- Technology fluency: Applies AI and productivity tools thoughtfully and checks their work.
- Trust: Handles sensitive information carefully and builds dependable working relationships.
