Job Description
Envoy protects the places the world relies on most by unifying people, spaces, and communications in one secure, integrated workplace management platform and ecosystem. More than 16,000 workplaces around the world trust Envoy to run secure, compliant, and connected operations across every location.
From manufacturing sites and data centers to life sciences labs, healthcare facilities, and corporate headquarters, Envoy unifies visitor management, risk assessment, mailroom management, digital signage software, resource booking, and emergency management into one integrated platform.
With deep integrations across access control, identity, compliance screening, and collaboration tools—including LenelS2, Brivo, Genetec, Honeywell, Cisco Meraki, Okta, Microsoft Azure, Microsoft Teams, Slack, ServiceNow, DocuSign, Avigilon Alta, and Descartes Visual Compliance—Envoy helps organizations reduce risk, stay audit-ready, and operate with clarity at scale.
Learn more at envoy.com http://envoy.com
ABOUT THE ROLE
We are looking for an exceptional Executive Assistant to support our CFO/COO and the Head of People. This role is central to executive effectiveness: you’ll manage complex calendars, drive meeting and communication rigor, and run the operating mechanics behind cross-functional initiatives spanning Finance/Operations and People. You will be a trusted partner who anticipates needs, maintains high standards for follow-through, and uses modern tooling—including AI—to improve planning, documentation, and execution.
This is an in-office position that requires 5 days a week in our San Francisco HQ
YOU WILL
- Own complex calendar management for two executives with a prioritization and tradeoff mindset; proactively protect focus time and align schedules to business-critical goals.
- Prepare agendas, briefing materials, and decision-ready meeting packets; capture decisions, actions, owners, and deadlines to ensure follow-through.
- Manage executive communications and stakeholder coordination across Finance/Operations and People (internal and external).
- Translate exec priorities into structured plans (milestones, owners, dependencies, risks); maintain project dashboards and operating cadences.
- Drive execution on cross-functional initiatives (planning cycles, reviews, offsites, launches) by coordinating pre-work, exec readiness, stakeholder alignment, and post-meeting/action follow-ups.
- Improve operating systems (meeting hygiene, documentation standards, decision logs) and continuously refine workflows using automation/AI where appropriate.
- Own operational execution for key People programs and events, treating them as launches (planning, communications, logistics, measurement, retrospectives).
- Support team events, offsites, and onsite leadership visits; welcome executive visitors as needed.
- Partner with Workplace/IT as needed to ensure smooth onsite operations for exec meetings and events.
- Support special projects on an as-needed basis.
YOU ARE
- An experienced Executive Assistant who has worked in an administrative role for 3-5 years, ideally in a high-growth or fast-changing environment; experience supporting multiple executives is a plus.
- Strong project/program management skills: can run timelines, risks, dependencies, and stakeholder communications without dropping details.
- Excellent written communication (clear, concise, decision-oriented) and strong verbal presence with senior stakeholders.
- Highly proficient with Google Workspace; comfortable building lightweight systems in tools like Asana/Jira/Notion/Sheets (or equivalents).
- Demonstrated ability to use AI tools responsibly (e.g., summarization, drafting, meeting prep, workflow automation) while maintaining confidentiality and accuracy.
- Calm under pressure, highly organized, and decisive about priorities; able to manage both proactive planning and reactive needs.
- Available for occasional flexibility outside standard hours for executive/board-related needs.
YOU’LL GET
- A high degree of trust in your ideas and execution.
- An opportunity to partner and collaborate with other talented people.
- The ability to make an immediate impact in helping customers create a great workplace experience.
- Support for your personal and professional growth.
By applying for this position, you acknowledge that you have fully read and understand the job requirements and received the Envoy Privacy Notice for applicants, which is linked here https://envoy.com/privacypolicy/. Completing this application requires you to provide personal data, such as your name and contact information, which is mandatory for Envoy to process your application. Envoy is an EEO Employer and does not discriminate on the basis of any characteristic protected by local, state or federal law.