Executive Assistant
Location: Menlo Park, CA (5 Days per Week)
Job Type: Contract
About the Role
We are seeking a highly organized, proactive, and resourceful Executive Assistant to support senior professionals in a fast-paced, client-facing environment. This role requires exceptional organizational skills, sound judgment, and the ability to manage multiple priorities while maintaining confidentiality and professionalism.
Responsibilities:
Executive Support
- Manage complex calendars for multiple senior leaders, resolving scheduling conflicts and prioritizing meetings.
- Coordinate internal and external meetings, conference calls, and video conferences across multiple time zones.
- Proactively monitor executive schedules, travel plans, and business priorities.
- Serve as a trusted administrative partner, anticipating needs and ensuring smooth daily operations.
Client & Stakeholder Coordination
- Act as a primary point of contact for executives, clients, and internal business partners.
- Coordinate recurring and ad hoc meetings with external stakeholders and executive assistants.
- Prepare meeting invitations, agendas, and supporting materials.
- Handle confidential communications with professionalism and discretion.
Administrative Support
- Draft, edit, and proofread correspondence, reports, presentations, and other business documents.
- Manage incoming communications and ensure timely follow-up.
- Maintain organized records, files, and documentation.
- Utilize AI-enabled workplace tools to improve productivity and administrative workflows.
Meeting & Event Coordination
- Coordinate meeting logistics, conference rooms, virtual meetings, catering, and presentation materials.
- Organize team meetings, business events, and client functions.
- Ensure meetings run smoothly and all logistics are handled efficiently.
Travel & Expense Management
- Arrange domestic and international travel, including flights, hotels, ground transportation, and itineraries.
- Process expense reports accurately and resolve any discrepancies.
- Maintain executive travel profiles and ensure travel approvals are completed.
Operational Support
- Partner with internal teams to resolve administrative issues and support business initiatives.
- Conduct research and provide administrative support for special projects.
- Assist with onboarding temporary staff and provide backup support for team members as needed.
Required Qualifications:
- 3+ years of Executive Assistant or senior administrative experience in a fast-paced professional environment.
- Experience supporting multiple senior executives.
- Excellent organizational, multitasking, and time management skills.
- Strong written and verbal communication skills.
- High attention to detail and accuracy.
- Ability to work independently and manage competing priorities.
- Professional demeanor with the ability to handle confidential information.
Pay: $40.00 per hour
Benefits:
- Dental insurance
- Health insurance
- Vision insurance
Work Location: In person
