Senior Executive Assistant

• Provide dedicated support to 3–5 senior executives, including C-Suite leaders

• Manage complex calendars, competing priorities, and meeting requests, making thoughtful decisions based on business impact, urgency, and executive preferences

• Proactively identify and resolve scheduling conflicts while ensuring alignment with key business priorities and operating rhythms

• Coordinate meetings across multiple stakeholders, locations, and time zones with a high degree of accuracy and responsiveness

• Ensure meetings are set up for success with clear objectives, appropriate participants, agendas, materials, and logistics prepared in advance

• Anticipate scheduling and support challenges before they arise, proactively identifying solutions and minimizing disruptions to executive productivity

• Coordinate domestic and international travel arrangements, including flights, accommodations, transportation, itineraries, and visa requirements as needed

• Prepare and reconcile expense reimbursements and reports in accordance with company policy

• Ensure executives have all required travel documentation, schedules, and logistics

• Serve as primary executive delegate approver for team requests and approvals in various HR, travel, and expensing platforms

• Coordinate and facilitate executive meetings, leadership sessions, town halls, webinars, offsites, client meetings, team dinners, team activities/community building, and special events as needed

• Prepare agendas, meeting materials, presentations, and briefing documents

• Capture notes, action items, and follow-ups as needed

• Manage logistics including meeting spaces, catering, technology setup, and attendee coordination

• Support onsite office administrative tasks and facilities support as needed

• Draft, edit, and route executive correspondence, presentations, and documents

• Support preparation of reports, presentations, and communications for internal and external audiences

• Handle confidential and sensitive information with professionalism and discretion

• Provide administrative support including inbox monitoring, document management, and ad hoc project coordination

• Develop and maintain standard operating procedures, documentation, and best practices that improve consistency, scalability, and continuous improvement across the Executive Assistant team

• Partner closely with fellow Executive Assistants and the People team to ensure seamless coverage and support

• Serve as a trusted point of contact across departments and stakeholders

• 8+ years of progressive Executive Assistant or Administrative Assistant experience supporting VP-level leaders and above

• Demonstrated success supporting a minimum of 3–5 executives simultaneously

• Exceptional organizational, prioritization, and time-management skills

• Strong written and verbal communication skills

• Proficiency with Microsoft Office (Word, Excel, PowerPoint), Outlook, and Microsoft Teams

• Experience with travel and expense platforms such as Ramp, Egencia, and ADP

• Experience using AI tools (e.g., Glean or similar) and automation tools to improve efficiency in scheduling, content drafting, note-taking, or workflow management

• Proven ability to exercise discretion and sound judgment when handling sensitive information

• Track record of operating successfully in fast-paced, dynamic environments

• Proactive growth mindset with a track record of identifying opportunities to streamline processes and reduce manual work

• Executive calendar management

• Travel and logistics coordination

• Meeting and event planning

• Written communication and presentation support

• Organization and attention to detail

• Problem-solving and proactive decision-making

• Stakeholder management and collaboration

• Confidentiality and professionalism

• Adaptability and multitasking

At BusPatrol, safety isn’t just a priority — it’s our mission. As the nation’s most trusted school bus stop-arm technology solution, we serve over 350 school districts, protecting nearly 2 million students across 30,000 buses. Every day, millions of children rely on school buses to get to and from school safely, yet reckless drivers continue to put them at risk.

As a technology company with a unique focus on public safety, we use cutting-edge AI, machine learning, and telematics to improve school bus safety. Our all-in-one safety program equips school bus fleets with AI-powered cameras, cloud-based data management, and an integrated software platform to capture and process stop-arm violations. Our safety programs foster accountability and reduce dangerous driving behavior in communities across the country.

By partnering with school districts, municipalities, and law enforcement, we make safety solutions more accessible and effective, ensuring that every child’s journey to and from school is as safe as possible.

We are looking for a passionate and dedicated team member to help us make roads safer. This is a meaningful opportunity to contribute to a mission-driven company that is using technology to create real change. At BusPatrol, we foster an inclusive and diverse environment built on integrity, collaboration, and innovation. If you are ready to be part of a team that is deeply committed to safety and community impact, we would love to hear from you.

Together, we can protect students, hold drivers accountable, and build a safer future for all.

We are looking for a valued member of the BusPatrol team to assist us in our quest to improve children’s safety. This is an important role for us and a great opportunity for the right candidate. Our environment is inclusive, diverse, ignited, built on integrity, and deeply committed.

The US salary range for this position is provided in this posting. Our salary ranges are determined by role, level, and location. The range displayed on each job posting reflects the minimum and maximum target for salaries for the position across all US locations. Within the range, individual pay is determined by work location and additional factors, including job-related skills, experience, and relevant education or training. Your Talent Partner can share more about the specific salary range for your preferred location and skill level during the hiring process.

Please note that the compensation details listed in US role postings reflect the base salary only, and do not include bonus, and/or commission (if applicable) or benefits.

EOE/AA Disability-Veteran