Executive Administrative Assistant (Hybrid, Santa Clara, CA)

Executive Administrative Assistant (Hybrid, Santa Clara, CA)

We are looking for an Executive Administrative Assistant for a large, global SaaS B2B high-tech company. In this role, you will support three VPs. Manage highly complex and frequently changing calendars across global time zones. Prioritize competing requests and independently resolve scheduling conflicts. Coordinate internal and external meetings, leadership reviews, customer meetings, offsites, and team events. Prepare agendas, meeting materials, briefing documents, and follow-up action items.

This is a 6-month contract (Extension Possible). 40-hour-per-week role, hybrid role, 2-3 days onsite at the client s office in Santa Clara, CA.

This is a W2 employee of Stage 4 Solutions. Health benefits and 401K are offered.

Responsibilities:

Travel & Expense Management

• Coordinate domestic and international travel arrangements, including flights, lodging, ground transportation, and detailed itineraries.
• Anticipate travel risks and proactively identify solutions.
• Process and reconcile executive expenses in accordance with company policies.

Business Operations

• Partner closely with leadership teams, business operations, HR, recruiting, finance, and other executive assistants.
• Maintain organizational documentation, distribution lists, team resources, and operational processes.
• Assist with planning leadership offsites, team meetings, and organizational programs.

Strategic Partnership

• Anticipate executive needs and identify opportunities to increase efficiency and effectiveness.
• Help drive operational excellence by creating scalable processes and improving workflows.
• Leverage AI-enabled tools and modern technologies to streamline administrative work and improve productivity.
• Serve as a trusted partner and extension of the leaders you support.

Executive Support & Calendar Management

• Complex calendar management across multiple executives and global time zones
• Strategic prioritization of competing requests and executive agendas
• Meeting planning, coordination, and logistics management
• Inbox and communication management

Communication & Relationship Management

• Exceptional written and verbal communication skills
• Executive presence and professionalism
• Strong stakeholder management and relationship-building abilities
• Ability to interact effectively with senior leaders, customers, partners, and employees at all levels

Organization & Project Management

• Outstanding organizational and time management skills
• Ability to manage multiple priorities in a fast-paced environment
• Strong project coordination and execution skills
• Event and offsite planning experience
• Attention to detail and operational excellence

Business Acumen & Strategic Partnership

• Ability to anticipate executive needs and proactively solve problems
• Sound judgment and decision-making skills
• Understanding of organizational priorities and business objectives
• Experience serving as a trusted advisor and business partner to executives
• Ability to drive process improvements and operational efficiencies

Travel & Expense Management

• Domestic and international travel coordination
• Complex itinerary management
• Expense reporting and reconciliation
• Vendor coordination

Requirements:

• 3+ years of Executive Assistant experience supporting VP-level leaders or above.
• Advanced proficiency with Microsoft Outlook, Teams, Word, Excel, PowerPoint, and Zoom
• Experience with Concur or similar expense management tools
• Experience leveraging AI tools to improve productivity and workflows
• Ability to learn and navigate new technologies quickly

Please submit your resume to our network at https://www.stage4solutions.com/careers/ (apply to the Executive Administrative Assistant (Hybrid, Santa Clara, CA) role).

Please feel free to forward this job post to others you think may be interested.

Stage 4 Solutions is an equal-opportunity employer. We celebrate diversity and are committed to providing employees with an inclusive environment that is free of discrimination and harassment. All employment decisions are based on the job requirements and candidates qualifications, without regard to race, color, religion/belief, national origin, gender identity, age, disability, marital status, genetic information or other applicable legally protected characteristics.

Compensation: $35/hr - $37/hr

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