Executive Assistant (Peninsula, 5-days Onsite, $150,000 - $200,000)

$150,000 - $200,000/Yr

Truex Métier

Full-time - Mid Level

Administrative and Support Services

About the position

Step into a pivotal role with our client's forward-thinking venture capital firm in Palo Alto as an Executive Assistant. In this fully onsite position, you'll be at the heart of a tight-knit team, providing top-tier support to executives and ensuring seamless coordination of their busy schedules and travel plans. Your knack for organizing complex travel itineraries and managing critical communications will be key to keeping the team agile and efficient. This is the perfect opportunity for someone who thrives in a dynamic, fast-paced environment with a passion for meticulous travel planning. If you're a 24/7 team player who takes pride in staying three steps ahead and loves the challenge of keeping everything on track, this role is your runway. In this role, you will provide high-level executive support in collaboration with an admin team, ensuring the executive's day goes seamlessly. You will be responsible for heavy planning and execution of detailed domestic and international travel itineraries, efficiently handling routes, schedules, and distances, while staying composed and flexible with adjustments. You will also develop and maintain detailed travel expense reports, ensuring accuracy and timely reimbursement processing for all travel-related costs. Additionally, you will liaise with external vendors and service providers to secure necessary arrangements, including accommodations and transportation, while negotiating favorable terms and managing service quality. You will assist with other projects and personal requests as needed, maintaining a proactive and flexible approach.

Responsibilities

• Provide high-level executive support in collaboration with an admin team, ensuring the executive's day goes seamlessly.
• Heavy planning and execution of detailed domestic and international travel itineraries, efficiently handling routes, schedules, and distances, while staying composed and flexible with adjustments.
• Develop and maintain detailed travel expense reports, ensuring accuracy and timely reimbursement processing for all travel-related costs.
• Liaise with external vendors and service providers to secure necessary arrangements, including accommodations and transportation, while negotiating favorable terms and managing service quality.
• Assist with other projects and personal requests as needed, maintaining a proactive and flexible approach.

Requirements

• Minimum of 5 years of experience as an Executive Assistant, preferably within fast-paced and highly logistical environments.
• Expertise in coordinating complex domestic and international travel across multiple time zones.
• Exceptional organizational skills and attention to detail, with the ability to prioritize in a high-stakes environment.
• Tech-savvy with expertise in multiple operating systems and the capability to work with international programs as required.

Benefits

• 401(k)
• Dental insurance
• Health insurance
• Paid time off