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.