Key Facts

Remote From:

Full time

Mid-level (2-5 years)

English

Hard Skills

Calendar Management Logistics Event Scheduling Process Improvement Kickoff Meetings Taking Meeting Minutes Digital File Management Atlassian Confluence Navicat Slack (Software) +4 more

Other Skills

•
Distributed Team Management
•
Agenda (Meeting)
•
Scheduling
•
Humility
•
Friendliness
•
Adaptability
•
Communication
•
Time Management
•
Teamwork
•
Proactivity
•
Solutions Focused
•
Personal Integrity
•
Detail Oriented
•
Curiosity
•
Social Skills

Roles & Responsibilities

3–5 years of experience in administrative, operations, or team support roles, ideally supporting multiple stakeholders
Highly organized with strong attention to detail and a track record of reliable execution
Proactive and responsive with the ability to manage competing priorities in a fast-paced environment
Clear communicator with strong interpersonal skills and experience coordinating travel, calendars, and events; familiarity with Confluence, Airbase, Navan, and Slack; willing to travel approximately 10% for team offsites and events

Requirements:

Manage complex calendars for Directors, VPs, and Managers across Engineering and Product, prioritizing effectively and protecting leadership time; ensure meetings are prepared with the right context, materials, and timing
Coordinate end-to-end travel, including flights and accommodations; build detailed itineraries and ensure logistics are seamless and well-communicated; adjust travel plans as needed
Track action items and follow up with stakeholders to keep cross-functional workstreams on track; capture and organize meeting notes and maintain team documentation
Plan and execute team offsites and small-scale events end to end, including logistics, scheduling, building agendas, and onsite coordination; maintain operational trackers and dashboards to streamline workflows and standardize processes

Job description

Description

About the Role

This is a high-impact opportunity to play a central role in how NinjaOne’s Engineering and Product organizations operate and scale. As an Administrative Assistant supporting Directors, VPs, and Managers, you’ll partner closely with the Executive Operations Manager to streamline day-to-day operations, reduce friction, and ensure leaders can stay focused on delivering great products.

You’ll take ownership of key administrative and operational responsibilities — proactively managing priorities, improving workflows, and identifying opportunities to make teams more efficient. Beyond traditional support, you’ll contribute to how teams run by helping coordinate cross-functional work, supporting planning and execution, and bringing structure to fast-moving environments.

This role offers meaningful exposure to how software teams build, ship, and collaborate at scale. You’ll develop strong operational instincts, stakeholder management skills, and a deep understanding of what drives effective teams.

We’re looking for someone who is proactive, detail-oriented, and solutions-driven — someone who takes ownership, operates with autonomy, and is motivated to grow into a trusted partner to leaders across the organization.

Location - Remote in Austin, TX with in-office presence for team meetings or special events

What You’ll be Doing

Calendar & Time Management

Manage complex calendars for Directors, VPs, and Managers across Engineering and Product, prioritizing effectively and resolving conflicts

Protect leadership time by aligning schedules to key priorities and ensuring focus time is preserved

Ensure leaders are prepared for meetings with the right context, materials, and timing

Travel & Logistics

Coordinate end-to-end travel, including flights and accommodations

Build clear, detailed itineraries and ensure logistics are seamless and well-communicated

Adjust travel plans as needed to accommodate changing schedules

Team Operations & Coordination

Track action items and follow up with stakeholders to keep team and cross-functional workstreams on track

Support coordination across teams, ensuring alignment and clear communication

Capture and organize meeting notes, highlighting key takeaways and next steps

Maintain team documentation and shared resources to support day-to-day operations

Events & Offsites

Plan and execute team offsites and small-scale events end to end, including logistics, scheduling, building agendas, and onsite coordination

Systems & Process Improvement

Maintain and update operational trackers, dashboards, and team systems

Identify opportunities to streamline administrative workflows and improve efficiency

Standardize processes to bring consistency across leaders and teams

Build familiarity with Engineering and Product workflows to better anticipate needs

Other duties as needed

About You

You align with our values Curiosity, Integrity, Kindness, Humility, and Builders and are committed to creating an environment where these values flourish in our teams.

3–5 years of experience in an administrative, operations, or team support role, ideally supporting multiple stakeholders

Highly organized with strong attention to detail and a track record of reliable execution

Proactive and responsive—you follow through and ensure nothing falls through the cracks

Comfortable managing competing priorities and adapting in a fast-paced environment

Clear communicator with strong interpersonal skills and the ability to work across teams and levels

Experience coordinating travel, managing calendars, and supporting team operations

Experience planning and executing team events or offsites

Familiarity with tools like Confluence, Airbase, Navan, and Slack

Willing and able to travel ~10% for team offsites and events

Experience supporting Engineering or Product teams is a plus, but not required.

About Us 

NinjaOne unifies IT to simplify work for more than 35,000 customers in 140+ countries.

The NinjaOne Unified IT Operations Platform delivers endpoint management, autonomous patching, backup, and remote access in a single console to improve efficiency, increase resilience, and reduce spend. By automating IT and managing all endpoints, organizations give employees a great technology experience at work. NinjaOne is obsessed with customer success and has retained a 98% customer satisfaction score for more than 5 years.

What You’ll Love 

We are a collaborative, kind, and curious community. 

We honor your flexibility needs with full-time work that is hybrid remote.

We have you covered with our comprehensive benefits package, which includes medical, dental, and vision insurance.

We help you prepare for your financial future with our 401(k) plan.

We prioritize your work-life balance with our unlimited PTO.

We reward your work with opportunity for growth and advancement.

Additional Information

This position is NOT eligible for Visa sponsorship.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, genetic information, marital status, veteran status, or any other status protected by applicable law. We are committed to providing an inclusive and diverse work environment.

#LI-TR1

#LI-Remote

#BI-Remote

Ready to apply?

APPLY

Share ·