Administrative Assistant

On-Site & Face-to-Face Meeting Support Coordinate on-site meetings, executive visits, leadership reviews, offsites, and customer engagements. The Administrative Assistant serves as a trusted partner to four senior leaders, providing high-level administrative, operational, and organizational support.

Job Title: Administrative Assistant
Location: Rancho Cordova, CA
Duration: 9+ months

Position Summary
The Administrative Assistant serves as a trusted partner to four senior leaders, providing high-level administrative, operational, and organizational support. This role is responsible for managing complex calendars, coordinating domestic and international travel, processing expenses, and ensuring seamless execution of internal and external meetings, including working across multiple time zones. Success in this role requires exceptional organizational skills, adaptability, and the ability to thrive in a fast-paced environment with frequently changing priorities.

Key Responsibilities
Calendar & Meeting Management

• Manage complex and dynamic calendars and balancing competing priorities
• Schedule, coordinate, and prioritize meetings across multiple time zones and organizations.
• Anticipate scheduling conflicts and proactively recommend solutions.
• Prepare meeting logistics, agendas, and coordination support as needed.

Executive Support

• Serve as the primary point of contact for administrative matters.
• Track action items and follow up on key deliverables to support execution.
• Handle sensitive and confidential information with professionalism and discretion.

Travel Management

• Coordinate domestic and international travel arrangements, including flights, hotels, ground transportation, visas, and itineraries.
• Proactively manage travel changes and disruptions
• Prepare detailed travel plans and meeting schedules.

Expense Management

• Prepare and process expense reports accurately and in a timely manner.
• Monitor expenses for policy compliance and maintain supporting documentation.

External Stakeholder Coordination

• Coordinate meetings with customers, partners, investors, vendors, and other external stakeholders.
• Ensure professional communication and a positive experience when engaging with external parties.
• Facilitate executive visits and business reviews.

On-Site & Face-to-Face Meeting Support

• Coordinate on-site meetings, executive visits, leadership reviews, offsites, and customer engagements.
• Manage meeting logistics, conference room scheduling, catering, visitor access, and related arrangements.
• Support event execution from planning through completion.

Required Qualifications

• 5+ years of Executive Assistant or senior administrative support experience.
• Experience supporting multiple leaders simultaneously.
• Proven ability to manage complex calendars and travel arrangements.
• Strong proficiency with Client 365, including Outlook, Teams, Word and Excel.
• Excellent written and verbal communication skills.
• Strong organizational skills with exceptional attention to detail.

Preferred Qualifications

• Experience supporting Sr. Director/VP-level
• Experience coordinating executive visits, offsites, and customer-facing events.
• Experience working in a fast-paced technology, manufacturing, or corporate environment.

Key Competencies

• Exceptional multitasking and prioritization skills.
• Ability to quickly switch gears and adapt to changing business needs.
• Strong sense of urgency and proactive problem-solving mindset.
• High level of professionalism
• Strong relationship-building and collaboration skills.
• Ability to operate independently with minimal direction.
• Resilience and composure under pressure.

Working Environment

• Fast-paced environment supporting multiple senior leaders with frequently changing priorities.
• Combination of virtual coordination and in-person support.
• Occasionally early morning, evening, or travel-related coordination may be required to support global business needs.