Executive Assistant New

Who we are:

Motive empowers the people who run physical operations with tools to make their work safer, more productive, and more profitable. For the first time ever, safety, operations and finance teams can manage their drivers, vehicles, equipment, and fleet related spend in a single system. Combined with industry leading AI, the Motive platform gives you complete visibility and control, and significantly reduces manual workloads by automating and simplifying tasks.

Motive serves nearly 100,000 customers – from Fortune 500 enterprises to small businesses – across a wide range of industries, including transportation and logistics, construction, energy, field service, manufacturing, agriculture, food and beverage, retail, and the public sector.

Visit gomotive.com to learn more.

About the Role:

We are hiring an Executive Assistant to support our CISO and the CIO reporting directly to the CISO. This role sits at the center of how we run Security, Compliance, and Risk and IT operations. at Motive — from day-to-day execution and team operations, to board- and audit-facing work, to cross-functional initiatives with Product, Engineering, Legal, HR, and Finance.

You will own core executive support (calendar, communications) and act as an operations partner to help the CISO, the CIO and leadership team stay ahead of priorities, make fast decisions, and close the loop on critical work. The right person thrives in a fast-moving environment, is comfortable with highly confidential information, and brings strong judgment, follow-through, and attention to detail.

What You'll Do:

• Own complex calendar and time management
  Manage a dynamic, multi-time-zone calendar for the CISO and the CIO; prioritize meetings, resolve conflicts, and design a predictable cadence for 1:1s, leadership reviews, and cross-functional forums.
• Prepare, run, and follow through on key meetings
  Coordinate agendas, materials, and attendees for staff meetings, exec reviews, steering committees, and board/audit-related sessions; capture decisions and action items; ensure owners and deadlines are tracked and met
• Enable smooth cross-functional coordination
  Serve as a trusted point of contact for leaders and teams across Motive; schedule and sequence critical conversations; support vendor and partner meetings; handle sensitive topics with professionalism and discretion.
• Manage logistics, travel, and events
  Coordinate domestic and occasional international travel, onsite visits, team offsites, and external conferences; handle expense reports and basic budget tracking for the CISO and immediate leadership team.
• Organize documentation and knowledge
  Keep Security folders, documents, and templates organized (e.g., board materials, policies, hiring docs, program plans); ensure the right people have access and can find what they need quickly.

What We're Looking For:

• 5+ years of experience as an Executive Assistant or similar role supporting VP- or C-level leaders in a fast-paced environment (technology, SaaS, or Security/Engineering orgs strongly preferred).
• Exceptional organization and execution skills — able to manage multiple parallel priorities, anticipate needs, and drive tasks and projects from idea to completion with minimal supervision.
• Strong written and verbal communication — comfortable drafting clear, concise emails, docs, and summaries for executives and cross-functional partners.
• High judgment and discretion — proven track record handling confidential information (personnel, security incidents, board/audit topics) with care and professionalism.
• Operational mindset and comfort with systems — advanced experience with Google Workspace (Calendar, Docs, Sheets, Slides), Slack, Zoom, and basic project-tracking tools; able to build and maintain simple trackers and reports.
• Time zone and availability aligned to Pacific Time, with flexibility for occasional early/late meetings and support during high-priority events (e.g., incidents, board/audit preparation).

Creating a diverse and inclusive workplace is one of Motive's core values. We are an equal opportunity employer and welcome people of different backgrounds, experiences, abilities and perspectives.

Please review our Candidate Privacy Notice here.

UK Candidate Privacy Notice here.

The applicant must be authorized to receive and access those commodities and technologies controlled under U.S. Export Administration Regulations. It is Motive's policy to require that employees be authorized to receive access to Motive products and technology.