Executive Operations Associate, Office of the CEO

About the Role

This is a front-row seat inside the Office of the CEO. You will run the operating logistics for Alation's CEO and COO and build the systems that make that work scale. You will see how a company at Alation's stage makes decisions and work directly with leaders across Sales, Marketing, Finance, Engineering, Product, and People. The work is fast, the context changes hourly, and you will be trusted with real judgment early. You will not just use tools we give you; you will build them.

What You'll Do

• Executive Scheduling and Travel (50%)
• Own the calendars for the CEO and COO. Schedule customer, partner, board, and internal meetings across time zones.
• Make judgment calls on calendar conflicts. Decide what moves, what holds, and what needs a conversation first.
• Book and rebook flights, hotels, cars, and visas. Handle last-minute disruption and rebuild the calendar around it.
• Prepare pre-reads and briefs for external meetings: who we are meeting, relationship history, open threads, desired outcome.
• Track relationship cadence. Maintain one source of truth for who we have met, when, and who is overdue for a touch.
• Be responsive on Slack and email during business hours, with occasional evening coverage when executives are traveling.
• Corporate Events and Offsites (25%)
• Assist in organizing executive offsites, leadership dinners, in-office events, and team gatherings.
• Source and manage vendors. Research venues, submit purchase orders, coordinate logistics and swag.
• Partner with Marketing, Engineering, Product, Finance, People, and Sales on events that span functions.
• Finance and Administration (15%)
• Submit, manage, and reconcile executive expenses in Navan.
• Work with Accounting on purchase orders, vendor onboarding, and invoice processing in NetSuite.
• Maintain clean records and hit close deadlines without being chased.
• AI Systems and Tooling (10%)
• Automate the repetitive parts of this job: expense categorization, meeting brief assembly, cadence reminders, inbox triage, travel option research.
• Build and maintain lightweight workflows using AI tools, and document them so others can use them.
• Bring new tools to the team.

Work Environment

This is a hybrid role. You will join the team in our Redwood Shores office on Tuesdays and Thursdays and work remotely the rest of the week. Your schedule will generally follow Pacific business hours, though there will be occasional early or late coverage when executives are traveling.

What You'll Get

This role is designed as a launchpad. In exchange for taking on real responsibility early, you get:

• Direct exposure to executive decision-making.
• A structured development plan: a named manager, weekly coaching, and defined skill milestones at 30, 60, and 90 days.
• Cross-functional reach: working relationships across Marketing, Engineering, Product, Finance, People, and Sales from day one.

Requirements & Tech Stack

• Required
• 0 to 2 years of professional experience. Recent graduates encouraged.
• Strong critical thinking. You can be given an ambiguous situation and reason to a defensible answer.
• Comfortable with change. Plans change late and often. You adapt without losing the thread.
• Exceptional written communication. You will write on behalf of senior leaders.
• Genuinely AI-native. You use AI daily to accomplish real work and you can show what you have built with it.
• Helpful
• Internship or campus experience in operations, events, consulting, or a startup.
• Familiarity with Google Workspace, Slack, Zoom, AI Tools.
• Any experience with expense or finance systems.
• Event planning experience of any kind, including student organizations.
• The strongest candidates are often people who've already been the person who makes things run, whether that's organizing an event, running logistics for a student org, or being the 'let me handle it' person in their friend group.

Compensation

• Pay Range: $96,559.00 - $130,354.00
• The base salary range is specific to the United States. The salary of the final candidate selected for this role will be set based on a variety of factors, including but not limited to internal equity, experience, education, work location, specialty and training. If the final candidate has a different level of experience, the base salary target range may be lower or higher than what is published.