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Executive Assistant

Hired by Matrix

Menlo Park, CA

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JOB DETAILS
SALARY
$40–$40 Per Hour
SKILLS
Administrative Skills, Artificial Intelligence (AI), Business Support, Calendar Management, Catering Services, Communication Skills, Customer Relations, Detail Oriented, Documentation, Establish Priorities, Event Management, Executive Assistant Skills , Executive Recruiting, Expense Management, Expense Reports, Global Financial Markets, Logistics Management, Microsoft Excel, Microsoft Outlook, Microsoft PowerPoint, Microsoft Product Family, Microsoft Word, Multitasking, Onboarding, Operational Support, Organizational Skills, Plan Meetings, Prepare Correspondence, Presentation/Verbal Skills, Problem Solving Skills, Productivity Management, Record Keeping, Research Skills, Staff Training, Telephone Skills, Time Management, Videoconferencing, Willing to Travel, Writing Skills
LOCATION
Menlo Park, CA
POSTED
1 day ago
At-a-Glance:
Are you ready to build your career by joining a global financial institution? If so, our client is hiring an Executive Assistant.

Position Type:
  • Contract
  • On-Site
Required:
  • 3+ years of executive assistant or similar experience in a fast-paced professional environment.
  • Strong organizational, multitasking, and time management skills.
  • Ability to work independently, anticipate needs, and exercise sound judgment.
  • Excellent verbal and written communication skills.
  • Experience supporting multiple senior stakeholders with complex scheduling needs.
  • High attention to detail and accuracy.
  • Professional demeanor with discretion in handling confidential information.
  • Flexible and adaptable to shifting priorities.
  • Advanced proficiency in Microsoft Outlook, including calendar management.
  • Strong working knowledge of Word, PowerPoint, and Excel.
  • Experience with video conferencing, travel and expense systems, and administrative tools.
  • Experience utilizing AI-enabled workplace tools (e.g., Microsoft Copilot, ChatGPT Enterprise, Gemini, or similar approved platforms) to enhance productivity and workflow management, with demonstrated, real-world application, is a plus.
  • Bachelor’s degree preferred; equivalent experience considered. 
Responsibilities:
Executive and Calendar Management:
  • Manage complex, frequently changing calendars for multiple senior professionals, resolving conflicts and prioritizing effectively.
  • Coordinate internal and external meetings, calls, and video conferences across time zones.
  • Schedule global meetings, often on short notice, ensuring strong attendance and smooth execution.
  • Proactively monitor schedules, including travel and key commitments.
Client and Stakeholder Coordination:
  • Act as a primary point of contact for clients, senior leaders, and internal partners.
  • Coordinate recurring and ad hoc meetings with external stakeholders, including their assistants.
  • Manage logistics, invitations, and materials using internal systems and administrative AI tools to improve efficiency.
  • Handle confidential communications with professionalism and discretion.
Communication and Administrative Support:
  • Provide phone coverage, screen calls, and manage urgent matters with sound judgment.
  • Draft, edit, and prepare correspondence, presentations, and reports.
  • Manage incoming communications (email, mail, and requests), ensuring timely follow-up and prioritization.
  • Maintain organized records and documentation.
  • Use administrative AI tools to streamline document preparation, communication, and task tracking.
Meeting and Event Coordination:
  • Coordinate meeting logistics, including space, technology, and catering.
  • Organize client events, team activities, and business functions.
  • Prepare and distribute agendas and materials.
Travel and Expense Management:
  • Arrange domestic and international travel, including approvals, flights, hotels, and transportation.
  • Prepare itineraries and maintain accurate travel profiles.
  • Process expense reports accurately and on time, resolving issues as needed. 
Operational and Team Support:
  • Partner with internal teams to resolve issues and obtain information.
  • Conduct research to support business activities.
  • Provide coverage for team members and adapt to changing priorities.
  • Assist with onboarding and training of temporary staff.
  • Support special projects and additional responsibilities as needed. 
Get in Touch:
If you think you'd be a good match, submit your resume and reach out to Shweta 862-895-5570 to learn more.
 
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About the Company

H

Hired by Matrix

We believe in putting people together for the right reasons. Getting you a great job that makes you feel fulfilled in your career. Finding the perfect candidate to help you achieve business success. Whether you are looking for the best candidate for your company or searching for your next career move, we are dedicated to making sure you thrive. We take your needs personally and have a variety of services to ensure you reach your goals. We listen to the needs of our clients and candidates and then thoughtfully match the right person with the right job. When people come together doing what they love success is guaranteed and partnerships last.
COMPANY SIZE
100 to 499 employees
INDUSTRY
Staffing/Employment Agencies
WEBSITE
http://www.hiredbymatrix.com