Executive Assistant

This role requires an expert communicator with exceptional emotional intelligence who can confidently interface with internal leadership, board members, and external stakeholders while handling sensitive corporate information with absolute discretion. The position involves significant coordination across multiple time zones, requiring flexibility and excellent time management skills to ensure effective communication and support for executives working in different regions.

HonorVet Technologies is a Service-Disabled Veteran-Owned IT staffing firm, ISO 9001 and ISO 27001 certified, working with federal agencies, state governments, and Fortune 500 enterprise clients across the US. What makes us different isn't a tagline; it's the way we work. We don't forward resumes and hope for the best. We take the time to understand where a professional like you are headed and only reach out when we genuinely believe there's a fit worth exploring.

Job Title: Executive Assistant
Location: Santa Clara CA, 95054
Duration: 3+ Months (Possible Extension)
Work Mode: Hybrid (2 days on site)
 
Job Description:
We are seeking an experienced and proactive Executive Assistant who thrives in fast-paced environments. This role supports three VPs in Technology Workflows, requiring regular office presence at our Santa Clara location at least two days weekly based on business needs. The position involves significant coordination across multiple time zones, requiring flexibility and excellent time management skills to ensure effective communication and support for executives working in different regions. This is a role for someone who is AI-proficient and innovation-minded, detail-obsessed, and deeply collaborative. You'll be operating in a super-fast-paced, high-volume environment which requires exceptional diligence and vigilance. You'll need to manage multiple priorities simultaneously as demands rapidly shift, ensuring nothing falls through the cracks while supporting multiple VPs. The position requires adaptability to support executive schedules that may extend beyond traditional hours. While we value work-life balance, the ideal candidate thrives in a dynamic environment where priorities can shift rapidly and require occasional flexibility.
 
Key Responsibilities:

• Calendar & Time Design: Orchestrate complex calendars with intention across multiple time zones—prioritizing impact, resolving conflicts, and helping leaders invest time where it matters most.
• Proactive Communication Management: Maintain exceptional response times for emails, messages, and requests, ensuring nothing falls through the cracks. Prioritize communications based on urgency and executive needs.
• Detail-Oriented Documentation: Create, maintain, and organize critical documents, presentations, and information with meticulous attention to detail, ensuring accuracy and accessibility.
• Follow-Through Excellence: Track all action items, commitments, and deadlines with a robust system that ensures timely completion and appropriate escalation when needed.
• Stakeholder Relationship Management: Build and maintain strong relationships with internal and external stakeholders, serving as the first point of contact and representing executives with professionalism.
• Travel & Logistics: Manage all travel (domestic and international) with precision, anticipating risks and designing itineraries that maximize efficiency and productivity.
• Expense & Budget Management: Oversee expenses and reports with accuracy and timeliness; identify opportunities to automate and streamline processes.
• AI-Enabled Operations: Continuously evaluate and integrate AI tools to improve workflows, analyze data, and enhance decision-making for executives and the team.
• Special Projects: Drive cross-functional projects that require discretion, collaboration, and a bias for execution.
• Information Confidentiality: Maintain absolute discretion with sensitive information, demonstrating impeccable judgment about what to share, when, and with whom.
• On-site Support: Provide consistent in-person presence to handle immediate needs, facilitate face-to-face interactions, and coordinate office events and catering arrangements with seamless execution.
• Team Coverage: Demonstrate flexibility to provide coverage for other Executive Assistants as needed during absences, busy periods, or special circumstances to ensure continuous support across the organization.

 
Key Skills/Experience:

• At least 3 years of experience is required

• Must operate as a proactive strategic partner and gatekeeper, possessing advanced proficiency in Outlook calendar management across multiple time zones, complex domestic and international travel coordination, and expense reconciliation.
• This role requires an expert communicator with exceptional emotional intelligence who can confidently interface with internal leadership, board members, and external stakeholders while handling sensitive corporate information with absolute discretion.
• Additionally, this person must be highly adaptable to sudden logistical shifts and technically proficient in Microsoft Office 365, Spotnana, Concur, and modern project management tools.

 
"If you are interested, feel free to reach out to me directly at aksham.kumar@honorvet.com or call/text at (551) 220-9887."