Executive Assistant

Full-time - Mid Level

Santa Clara, CA

About the position

We have a great opportunity for an experienced, highly-organized, detail-oriented self-starter with a personable demeanor. You are the glue that keeps our Senior Leadership together. You’re enthusiastic, flexible and a team player with strong interpersonal and communication skills who operates well in a fast paced, ever-changing environment.

Responsibilities

• Coordinate internal and external meetings including staff meetings, agency briefings, brown bags, virtual meetings/Zoom scheduling, off-site meetings and events, and one-on-one meetings.
• Assist with food orders, meeting needs, agenda support and note taking.
• Proactively manage calendar requests and conflicts.
• Provide agendas, resumes and appropriate materials in a timely manner ahead of meetings and interviews.
• Apply discipline and rigor around meetings by ensuring agendas and clarifying context and purpose with senior leaders you support as well as participants.
• Work with recruiting team to provide mutually convenient times for candidates and interviewers.
• Ensure candidates are settled in and supported during the interview process.
• Handle all travel (flight, hotel, car) arrangements (domestic and international).
• Submit expense reports and receipts in a timely manner.
• Provide onboarding support for new hires including space, equipment requests, onboarding meeting scheduling, preparing cube space and being admin point of contact for new hire.
• Submit and manage all help desk support requests for Sr. Directors as needed.
• Provide onboarding support for new vendors and agencies, ensuring they have the right access and documents/enablement required to get them up and running.
• Project work as needed to support each teams’ goals.

Requirements

• 5+ years of administrative assistant experience.
• Experience in leveraging or critically thinking about how to integrate AI into work processes, decision-making, or problem-solving.
• Proactive, one step ahead work ethic, attitude and approach.
• Ability to juggle multiple calendars, teams and requests.
• Ability to drive schedules and agendas with deeper understanding of context.
• Strong teamwork and interpersonal skills.
• Superior communication skills with the ability to work across all levels, internally and with agencies.
• High level of confidentiality, discernment and judgment.
• Desire to grow and take on your own projects and work under pressure while consistently meeting deadlines.
• Technical proficiency with Word, Outlook, PowerPoint, Zoom and Concur.

Benefits

• Base pay of $104,100 - $151,000, plus equity (when applicable), variable/incentive compensation and benefits.
• Health plans, including flexible spending accounts.
• 401(k) Plan with company match.
• Employee Stock Purchase Plan (ESPP).
• Matching donations.
• Flexible time away plan.
• Family leave programs.