Executive Assistant

Role Overview

This position calls for an experienced Executive Assistant to deliver comprehensive administrative support to senior executives and their teams. The ideal candidate will efficiently oversee calendar management, travel arrangements, expense reporting, and facilitate meeting logistics along with general administrative duties.

Key Duties

• Oversee intricate calendars and coordinate scheduling across various stakeholders and different global time zones.
• Manage and coordinate business travel plans and bookings.
• Handle expense report processing and reconciliation through Concur.
• Organize meetings, offsite events, and vendor interactions.
• Provide administrative assistance for team activities, including meetings and recognition programs.
• Effectively manage multiple priorities, avoiding and resolving scheduling conflicts.
• Draft and prepare both routine and complex correspondence such as letters, memoranda, and reports.
• Maintain confidentiality while handling sensitive information with discretion and professionalism.
• Contribute to daily administrative workflows while anticipating the needs of leadership.

Qualifications & Experience

• Minimum of 5 years’ experience as an Executive or Administrative Assistant is preferred.
• Excellent command of Microsoft Office suite, especially Outlook calendar management.
• Outstanding organizational, communication, and interpersonal competencies.
• Experienced in supporting multiple executives and managing complex scheduling requirements.
• Proficiency in prioritizing tasks, strategic thinking, and proactive problem solving.
• Familiarity with Concur, travel booking software, and AI productivity tools like Microsoft Copilot is advantageous.
• Experience juggling schedules across multiple time zones is highly valued.
• Associate’s degree or equivalent work experience is preferred.

Additional Details

• The role supports a global company, requiring coordination across various time zones.
• Hiring process includes up to two interview rounds: an initial screening followed by discussions with leadership.
• Critical success factors include sound judgment, proactive calendar oversight, and effective management of competing priorities.
• Work hours are from 8:00 AM to 5:00 PM Pacific Standard Time.
• Remote applicants are welcome; however, candidates located in the San Francisco Bay Area are strongly preferred.