Executive Assistant

Summary

Join Sprout Social's Product & Engineering team as an Executive Assistant, supporting the CTO and CPO. You will play a critical role in ensuring the seamless operation of these organizations by managing complex schedules, tackling strategic initiatives, and driving operational efficiency. This involves calendar and meeting coordination, cross-functional project work, travel and expense coordination, and product & engineering event management. You will also oversee budgets and facilitate internal communication. Success requires navigating ambiguity, anticipating needs, and making proactive decisions. The role reports to the Chief of Staff to the CTO and offers opportunities for growth and impact within the company.

Requirements

• 5+ years of experience providing high-level administrative support to C-suite executives, including previous or current experience as an Executive Assistant
• Proven 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 software

Responsibilities

• 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
• 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
• 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
• 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
• 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

Preferred Qualifications

• 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 we aim for a consistent schedule, occasional exceptions may arise

Benefits

• Insurance and benefit options that are built for both individuals and families
• Progressive policies to support work/life balance, like our flexible paid time off and parental leave program
• High-quality and well-maintained equipment—your computer will never prevent you from doing your best
• Wellness initiatives to ensure both health and mental well-being of our team
• Ongoing education and development opportunities via our Grow@Sprout program and employee-led diversity, equity, and inclusion initiatives
• Growing corporate social responsibility program that is driven by the involvement and passion of our team members
• Beautiful, convenient, and state-of-the-art offices in Chicago’s Loop and downtown Seattle, for those who prefer an office setting
• Whenever possible, Sprout wants to provide our team with the flexibility to work in the location that makes the most sense for them. Sprout maintains a remote workforce in many places in the United States. However, we are not set up in all states, so please look at the drop-down box in our application to see whether your state is listed. Few roles require an office setting. If your position requires a physical presence in a Sprout office, it will be evident in the job listing and your offer letter