Executive Assistant – SoftEye, San Diego, CA (Hybrid)

Executive Assistant – SoftEye, San Diego, CA (Hybrid)

Location: San Diego, CA, United States

Employment Type: Full-time / Hybrid

About SoftEye

SoftEye is a global technology company that leverages AI-based eye-tracking and computer vision technology to analyze human attention and visual data in innovative ways. We’re redefining how people and technology interact, partnering with global leaders to develop next-generation AI products and solutions.

The San Diego team works closely with global leadership and regional teams around the world, supporting the coordination, communication, and execution of strategic initiatives across the organization.

Position Overview

The Executive Assistant provides high-level administrative and operational support to senior leadership at SoftEye. This position plays a key role in ensuring the smooth and efficient operation of executive activities by managing schedules, coordinating communications, supporting project execution, and maintaining a high level of professionalism and confidentiality.

The ideal candidate will be proactive, highly organized, and detail-oriented, with the ability to anticipate needs, think critically, and manage multiple priorities in a fast-paced, dynamic environment. This role requires strong judgment, discretion, and the ability to support both tactical and strategic activities that advance organizational priorities.

Key Responsibilities

• Prepare, organize, and present materials for meetings, presentations, and reports, ensuring executives are well-briefed and prepared for key discussions.
• Support project coordination and assist with the execution and tracking of strategic and operational initiatives.
• Liaise with internal teams and external partners on behalf of the executive team, ensuring alignment and clear communication.
• Assist in preparing internal communications, correspondence, and company announcements that reflect executive tone and intent.
• Manage executive calendars, schedule meetings, and coordinate complex domestic and international travel arrangements.
• Handle incoming communications (emails, calls, messages), evaluate priorities, and ensure timely follow-up on action items.
• Maintain and organize confidential files, documents, and records with accuracy and discretion.
• Track and manage expense reports, invoices, and reimbursements, maintaining accuracy and compliance.
• Perform general administrative duties and other tasks as assigned to ensure executive and organizational efficiency.
• Plan and coordinate onsite and offsite meetings and events, including logistics, vendors, and venue management.
• Identify opportunities to improve processes, streamline workflows, and enhance the overall efficiency of executive operations.

Education / Experience

• Bachelor’s degree in a technical field, Business Administration, or Communications preferred; equivalent combination of education and experience considered.
• 3–5 years of experience providing executive-level administrative support, ideally in a dynamic or fast-paced organization.
• Familiarity with international travel planning and logistics.
• Experience in a remote or hybrid work environment preferred.

Requirements

• Proven experience as an Executive Assistant, Administrative Assistant, or similar role supporting senior leadership.
• Strong organizational and time-management skills with the ability to manage multiple priorities and anticipate needs.
• Excellent written and verbal communication skills, with attention to clarity, tone, and audience.
• Proficiency in Microsoft Office Suite, Google Workspace, and other productivity and collaboration tools.
• High level of professionalism, discretion, and confidentiality in handling sensitive information.
• Ability to work independently with minimal supervision while exercising sound judgment.
• Strong attention to detail and a proactive, solutions-oriented mindset.
• Demonstrated ability to think critically, prioritize strategically, and contribute to process and operational improvements.