Administrative Assistant

Confidential; Palo Alto (CA); On-site; USD 65,000 - 85,000; Full time

Job summary

Confidential in Palo Alto is seeking an Administrative Assistant to support four senior leaders within our Sales organization. You will manage calendars, coordinate meetings, arrange travel, and handle expenses, ensuring operational efficiency and smooth daily workflows.

You will partner with the Workplace and Operations teams to ensure seamless scheduling, travel itineraries, and event support while maintaining confidentiality and high accuracy in all tasks.

Qualifications

• 3+ years of experience supporting multiple leaders, ideally in a fast-paced sales or revenue org.
• Strong organizational and time-management skills with competing priorities.
• Excellent communication and service-oriented mindset.

Responsibilities

• Manage complex calendars for four Sales leaders, including internal and external meetings.
• Coordinate meeting logistics: book rooms, arrange food, prepare materials, ensure smooth execution.
• Partner with Workplace to reserve space, order supplies, and support on-site needs.

Skills

Calendar management

Travel coordination

Expense reporting

Communication

Stakeholder management

Tools

Google Calendar

Outlook

Expense systems

Productivity tools

Job description

We’re looking for a highly organized and proactive Administrative Assistant to support four senior leaders within our Sales organization. In this role, you’ll be the operational backbone that keeps calendars running smoothly, meetings on track, and day-to-day logistics handled with precision. You’ll partner closely with internal teams, especially Workplace and Operations, to ensure seamless coordination across schedules, travel, expenses, and events. This is an excellent opportunity for someone who thrives in a fast-paced environment, anticipates needs, and enjoys creating structure that enables leaders to stay focused on driving the business forward.

What You’ll Be Doing

• Manage complex calendars for four Sales leaders, including scheduling internal and external meetings
• Coordinate meeting logistics: book conference rooms, arrange food and refreshments, prepare materials, and ensure smooth execution
• Partner proactively with the Workplace team to reserve space, order supplies, and support on-site needs
• Book domestic and international travel, including flights, hotels, ground transportation, and itineraries
• Process and track expense reports in compliance with company policies
• Serve as the primary point of contact for scheduling requests and operational questions
• Support special projects, team events, and offsites as needed
• Maintain confidentiality, professionalism, and a high level of accuracy at all times

What We’re Looking For

• 3+ years of experience supporting multiple leaders, ideally within a fast-paced sales or revenue organization
• Strong organizational and time-management skills with the ability to handle competing priorities
• Excellent communication skills and a service-oriented mindset
• Experience coordinating travel, expenses, and meeting logistic
• Proficiency with calendar management tools (Google Calendar, Outlook), expense systems, and productivity tool
• Ability to anticipate needs and respond quickly in a dynamic environment
• A collaborative, solutions-driven approach and comfort working with multiple stakeholders

Why You’ll Love This Role

• You’ll be a key partner to senior leaders and make an immediate impact
• You’ll work cross-functionally with Sales, Workplace, and Operations team
• You’ll join a team that values efficiency, reliability, and strong communication