Executive Assistant to VP of Sales

About the role

Orca AI is seeking a highly organized Executive Assistant to support the VP of Sales. You will be the right‑hand partner who keeps day‑to‑day operations running smoothly, enabling the sales organization to focus on growth and customer success.

Key responsibilities

• Manage and optimise the VP’s calendar across a rolling four‑week horizon.
• Coordinate meetings with customers, partners and internal teams across multiple time zones.
• Arrange domestic and international travel, including flights, hotels, transportation, visas and detailed itineraries.
• Process receipts, expense reports and travel documentation promptly.
• Organise Quarterly Business Reviews and other large events, handling scheduling, logistics, agendas, materials and follow‑up.
• Gather presentations and updates from cross‑functional teams for executive meetings.
• Identify scheduling conflicts proactively and recommend efficiency improvements.
• Serve as the primary coordination point between the executive and internal stakeholders.

Required profile

• Previous experience as an Executive Assistant or in a similar administrative role.
• Exceptional organisational and time‑management abilities with strong attention to detail.
• Ability to prioritise multiple tasks in a fast‑moving environment.
• Excellent written and verbal communication skills in English.
• Experience working directly with external B2B clients.
• High level of discretion handling confidential information.
• Comfortable working independently with minimal supervision.

Required skills

• Proficiency with Google Workspace (Calendar, Gmail, Docs, Sheets, Slides).
• Proficiency with Microsoft Office suite.
• Experience coordinating international travel and managing executive calendars (preferred).