Senior IT VIP Support Specialist

Mongodb•3h ago

United StatesOnsiteFull-timeSenior Level5+ yrs exp

Visa-friendly

Apply now

Top focus

It SupportCustomer Support

Role Overview & Executive Impact
Serving as the West Coast anchor for MongoDB's Global VIP Support, this position acts as the “single-threaded DRI” for the technology needs of M3 — the CEO's direct reports — in the US Pacific time zone. You hold end-to-end accountability for their digital journey, from two weeks before Day 1 through daily operations, high-stakes events, global travel
eventual offboarding, ensuring a seamless experience without handoff friction.
The population you support is intentionally scoped and governed by HR and the Office of the CEO, not by IT — this is Phase 1 of a model designed to extend, tier by tier, to SVP+, then VP+
ultimately the full Senior Leadership Team. The standards, runbooks
judgment you establish now become the template each later phase reuses.
This role prioritizes proactive engagement over traditional ticketing. By monitoring system health and resolving issues before they impact the executive, you act as a protective barrier for critical workflows. You combine high-level IT proficiency with AV expertise to lead high-stakes events and Board meetings
also empowering the Executive Assistant community through specialized technical training.
The way of working behind this role is built on a simple framework: routine diagnostics, health checks
reporting are handled through automation and intelligent tooling wherever possible, freeing your time for the judgment calls, relationship-building
in-person moments that actually require a human. Because this framework depends on staying ahead of what's possible, you are expected to stay current on emerging technology and AI trends and proactively evaluate how they can improve the executive support experience.
Innovation through AI and automation is fundamental to this model. You will implement intelligent solutions to handle routine diagnostics and triage, eliminating manual toil so that human intervention is reserved for high-impact moments. These automations are designed to make the executive's digital experience more fluid and efficient without losing the personal touch of white-glove service.
Because this is Phase 1, there is no long-established runbook to follow on day one — you will be building the playbook in parallel with live operations. Success in this role requires a blend of technical mastery, discreet judgment, disciplined execution inside a shared team workflow
the composure to manage complex resolutions while maintaining absolute executive trust.
This role can be based out of our Palo Alto office.
Key Responsibilities
Everything in this role is confidential and governed by the company NDA. You will regularly handle material non-public information, executive personal data
sensitive business context — work accordingly, by default, without exception.
1. Single-DRI Ownership & Proactive Engagement
Maintain full accountability for the digital experience. Act as the primary Directly Responsible Individual (DRI) for designated executives in the US West/NORAM region, providing global assistance as needed. This encompasses everything from initial pre-onboarding configurations to ongoing daily troubleshooting, event coordination, and travel support
Build the relationships. Cultivate and manage key partnerships. Foster strong, reliable connections throughout the executive support circle, including the leader themselves, their Executive Assistant (your primary daily collaborator), the Chief of Staff
the Customer Advocacy/Office of the CEO teams. Approach every engagement with professional executive presence, characterized by composure, sound judgment
Stay ahead of needs. Run regular check-ins on pain points, preferences, and upcoming needs; maintain each executive's event and travel calendar and reach out ahead of every key event and trip
Communicate progress with transparency. Keep every project you lead updated with an accurate status—On Track, At Risk
Blocked—and alert your manager to scheduling concerns before deadlines pass. Monitor and report on weekly KPIs to ensure elite service levels for MTTR, FTTR
2. Pre-Day-1 Onboarding & Provisioning (DRI-owned)
Executive onboarding does not run on the standard automated flow. You own it from offer-accept so everything is ready before the executive's first day:
Intake & assignment. Act on the same-business-day executive flag from Recruiting/HR; pick up the DRI assignment immediately
Stakeholder coordination. Two weeks before Day 1, connect with the EA / Chief of Staff to capture device and setup preferences and align on first-week needs
Onboarding execution and readiness. You are responsible for ensuring all hardware is fully configured and delivered three business days before the start date, with all essential applications assigned prior to Day 1
Confidentiality Protocol for Sensitive Hiring. For onboardings designated as confidential, implement supplementary title-masking and profile-concealment measures in addition to the primary DRI-led workflow—augmenting existing procedures rather than substituting them. As a general principle, handle all role-related data as inherently sensitive and confidential, strictly adhering to company NDA requirements
3. White-Glove Incident Response & Escalation
Top-tier executive hotline. Carry a monitored cell phone reachable by direct call or text for the most critical issues affecting the CEO and top executives — a path that bypasses the ticket queue so senior leaders always reach an immediate human
PagerDuty on-call. Participate in the global VIP after-hours/weekend rotation; acknowledge, apply workarounds, escalate per the VIP matrix, and coordinate with NYC/EMEA counterparts
World Class Handoffs. Hand non-VIP elements to regional L2/IT with clear diagnostic notes while retaining ownership of any executive-impacting thread. Follow the 24/7 handoff standard — APAC → EMEA → AMERICAS — passing overnight incidents, in-flight tickets
open risks at every shift boundary so coverage never drops and customers feel the continuity
4. Proactive Care, Stability & Event / All Hands Support
Device health & stability. Maintain continuous, not just monthly, health checks across executive laptops, backup and mobile devices
conferencing apps. Verify OS, security tooling, collaboration apps
certificates ahead of every key event or trip — every environment gets a precheck before use, on an ongoing runbook basis, not a periodic one
High-stakes events. Own technical prep for West Coast Board meetings, earnings calls, All Hands, and customer keynotes — with both a production DRI and an overall DRI assigned in advance
Internal Comms partnership. Support run-of-show adherence and timing, slide advancement and content playback, panelist confirmation, speaker tech checks, and backup plans
AV partnership & room expertise. Maintain deep knowledge of executive rooms (Zoom Rooms, Teams rooms, QSYS / DSPs, control systems, cameras, microphones)
partner with AV Engineering for backstage live support and to remediate recurring room issues
Mobile & connectivity. Keep executives connected with a redundant mobile setup — company device or eSIM redundant line, Verizon primary with T-Mobile backup — and apply carrier port-freeze / device-locked eSIM controls
Travel readiness. Prepare travel briefs (devices, adapters, connectivity, security, backup options) and issue the executive travel kit, especially for customer-facing trips
Global device logistics. Maintain visibility into loaner / depot stock for your region so a failed executive device can be replaced same-day, not only pre-staged in advance
5. Operating Rigor, Communication & Escalation Discipline
This role carries real autonomy, which only works if it's paired with disciplined execution and clear, professional communication. You will be expected to:
Work inside a structured ticketing system (Jira or similar): every item you own has a stated owner, estimate, and written definition of done before it starts
if either is missing, flag it at planning rather than mid-execution
Scope before you escalate. When handed a new or ambiguous problem, take time to scope it and propose a path forward, bringing a specific blocker or decision point rather than an open-ended question
Engage with existing documentation first. When a colleague provides a runbook, guide, or process doc, work through it directly before requesting a walkthrough; if it has a gap, name the specific gap
Keep escalation channels appropriate. Raise blockers, missed commitments
interpersonal friction with your manager directly, in a 1:1 or DM. Cross-functional and senior-stakeholder channels stay short, action-forward
focused on what you're doing next — not on what hasn't happened yet
Surface capacity and coverage risk with data. Because this program is intentionally single-threaded per executive, proactively flags when workload, backup depth
on-call load is approaching a breaking point, rather than absorbing it silently
Success Measures & Expectations
Pillar 1 — Single-DRI Ownership
Zero escalations above this role, with consistent MTTR/FTTR/CSAT reporting and flat-to-up CSAT
Standing cadence with every M3 exec/EA, including at least one documented proactive save
Pillar 2 — Onboarding & Provisioning
100% of hardware delivered 3+ business days pre-start with zero Day 1 entitlement gaps
Onboarding runbook proven usable by another team member independently, including a clean confidentiality-protocol execution on a sensitive hire
Pillar 3 — Incident Response & Escalation
Zero missed PagerDuty acknowledgments, clean NYC/EMEA handoffs, and executive hotline response consistently on target
Measurable drop in repeat incidents tied to the same root cause
Pillar 4 — Events & Proactive Device Care
Named DRI for every Board meeting, earnings call, and All Hands — no last-minute scrambles
Logged device precheck cadence with zero exec travel connectivity failures, including one same-day loaner save under pressure
Pillar 5 — Operating Rigor & Communication
Every ticket has owner, estimate, and DOD at kickoff, and escalations arrive with a decision point rather than an open-ended ask
At least one proactive capacity/coverage risk flagged with data, with status reports trusted at face value
Phase 2 Readiness
Playbooks and escalation matrix documented well enough to hand off without a rebuild, backed by a data-driven POV on what scales
At least one AI/automation initiative with measurable toil reduction and one single-point-of-failure risk named and partially mitigated
Candidate Profile
Category
Aptitude
Attitude
Experience
5+ years in IT end-user support, service desk, or field support; 2+ years supporting senior leaders, executives, or VIP stakeholders
Comfortable operating in high-touch, high-pressure environments with discretion
Platform & Tooling
Strong fluency in macOS, Windows, Google Workspace and/or Microsoft 365, and modern endpoint management
Willingness to stay current across multiple platforms and adapt as tools evolve
Troubleshooting
Proven ability to resolve complex, end-to-end issues across devices, networks, identity, and collaboration tools
Sound judgment for making practical tradeoffs under time pressure; calm under ambiguity
Collaboration, AV & Live Events
Hands-on experience with Zoom, Zoom Rooms, Teams, meeting room systems, and AV components (cameras, mics, DSPs, control panels)
Composure and quick thinking during live, high-visibility events (All Hands, run-of-show)
Training & Communication
Exceptional written and verbal communication skills; ability to translate technical workflows for non-technical users
Patience and empathy when tailoring communication for an EA or executive audience
AI & Automation
Demonstrated use of AI/automation (agent-assist, virtual agents, scripting) to reduce manual toil
Curiosity and initiative to identify automation opportunities; judgment to know when human touch is needed
Process Discipline
Comfortable working within Jira or similar structured ticket/sprint systems; skilled at scoping and writing definitions of done
Proactive in flagging risk early rather than late
Executive-Grade Communication & Escalation
Skilled at concise, action-forward, owner-forward communication with senior stakeholders
Discipline to escalate through the right channel rather than airing issues in shared threads
Customer Mindset & Discretion
Experience handling sensitive information and NDA/MNPI-level confidentiality
Empathetic, patient, and service-oriented under demanding schedules
General Fit
Broad technical aptitude across all categories above
Passion, self-driven learning, staying ahead of tech trends, strong attention to detail
Preferred
Experience in a high-growth SaaS, technology, or financial environment supporting senior leadership
Familiarity with Okta, JAMF, Meraki, Confluence, Jira, Slack, and monitoring/alerting tooling (PagerDuty, Utelogy, Zoom dashboards)
Experience partnering with AV Engineering, Workplace/Facilities, Internal Comms, and InfoSec to deliver high-quality live events and executive protection
Hands-on experience with AI agent-assist tooling, virtual agents
digital-employee-experience (DEX) platforms
comfort with light scripting (Python, PowerShell
workflow tools) to reduce repetitive manual tasks)
Experience operating in a role without an established runbook or a predecessor, where playbooks are being built in parallel with live operations
About MongoDB
MongoDB is built for change, empowering our customers and our people to innovate at the speed of the market. We have redefined the data platform for the AI era, enabling builders to create, transform
disrupt industries with software. MongoDB’s unified data platform, the most widely available, globally distributed data platform on the market, helps organizations modernize legacy workloads, embrace innovation
unleash AI. Our cloud-native platform, MongoDB Atlas, is the only globally distributed, multi-cloud data platform and is available across AWS, Google Cloud
With offices worldwide and over 67,000 customers, including 75% of the Fortune 100 and AI-native startups, relying on MongoDB for their most important applications, we’re powering the next era of software.
Our compass at MongoDB is our Leadership Commitment, guiding how and why we make decisions, show up for each other, and win. It’s what makes us MongoDB.
To drive the personal growth and business impact of our employees, we’re committed to developing a supportive and enriching culture for everyone. From employee affinity groups, to fertility assistance and a generous parental leave policy , we value our employees’ wellbeing and want to support them along every step of their professional and personal journeys. Learn more about what it’s like to work at MongoDB
help us make an impact on the world!
MongoDB is committed to providing any necessary accommodations for individuals with disabilities within our application and interview process. To request an accommodation due to a disability, please inform your recruiter.
MongoDB, Inc. provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type and makes all hiring decisions without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression
any other characteristic protected by federal, state or local laws.
Req. ID: 2273487652
MongoDB’s base salary range for this role is posted below. Compensation at the time of offer is unique to each candidate and based on a variety of factors such as skill set, experience, qualifications
work location. Salary is one part of MongoDB’s total compensation and benefits package. Other benefits for eligible employees may include: equity, participation in the employee stock purchase program, flexible paid time off, 20 weeks fully-paid gender-neutral parental leave, fertility and adoption assistance, 401(k) plan, mental health counseling, access to transgender-inclusive health insurance coverage
health benefits offerings. Please note, the base salary range listed below and the benefits in this paragraph are only applicable to U.S.-based candidates.
MongoDB’s base salary range for this role in the U.S. is:
$64,000 — $127,000 USD

Required skills

MongoDBAV expertiseautomationAItechnical training