Job Title: Executive Assistant I
Location: San Carlos, CA
Schedule: 8 hours per day, 40 hours per week
Contract Duration: 9 months
Job Summary
The Executive Assistant I will provide high-level administrative support to a member of the Executive Leadership Team. Working under limited direction and exercising independent judgment and initiative, this individual will proactively manage a broad range of advanced and standard administrative functions.
The ideal candidate will be highly organized, detail-oriented, proactive, and capable of managing multiple priorities in a fast-paced corporate environment while maintaining strict confidentiality and professionalism.
Key Responsibilities
- Manage complex executive calendars and coordinate scheduling across multiple priorities.
- Arrange extensive domestic and international travel, including detailed itineraries and related expense reports.
- Compose, format, and proofread confidential, sensitive, and non-routine documents and correspondence.
- Manage timely and professional internal and external communications.
- Develop and prepare complex PowerPoint presentations and executive-level materials.
- Coordinate conferences, meetings, and special events, both on-site and off-site.
- Handle confidential and sensitive information with the highest level of discretion.
- Provide administrative support to local and global team members as needed.
- Assist with planning and executing administrative projects, including researching and gathering information from multiple sources, formatting, analyzing, and summarizing results.
- Support the planning and organization of special events and other administrative initiatives.
- Train and provide guidance to junior-level administrative colleagues, as required.
- Screen telephone calls, take and relay messages, redirect calls, and respond to inquiries regarding company policies and procedures.
- Establish E-Reqs, purchase orders (POs), and contracts for vendors and consultants as requested.
- Coordinate catering for meetings involving the Executive Team, unless otherwise specified.
- Track due dates for Executive Team pre-read materials and ensure materials are uploaded to SharePoint when necessary.
- Order and maintain office supplies for the Executive Team.
- Provide recruiting support, including interview scheduling and resume review.
- Perform additional administrative duties and special projects as assigned.
Knowledge, Skills, and Abilities
- Ability to multitask effectively in a fast-paced environment while demonstrating a proactive approach, strong work ethic, and exceptional attention to detail.
- Excellent organizational and time-management skills, with the ability to successfully manage multiple and competing priorities.
- Advanced proficiency with Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook.
- Strong Outlook calendaring and scheduling skills are required.
- Excellent written, verbal, and interpersonal communication skills.
- Ability to work effectively, independently, and accurately with minimal supervision.
- Demonstrated ability to interact professionally with all levels of management and a wide range of internal and external stakeholders.
- Ability to follow established procedures and guidelines and comply with applicable safety requirements.
- Exceptional discretion and judgment when handling sensitive and confidential information.
- Strong problem-solving skills and the ability to anticipate needs and proactively address issues.
Required Experience
- 8+ years of progressively responsible administrative experience.
- 3 5 years of experience as an Executive Assistant supporting a senior-level executive, preferably in an international corporate environment.
- Demonstrated experience managing complex calendars, executive travel, confidential communications, meetings, presentations, and administrative projects.